Executive Assistant to CEO

Job Description

A dynamic, hospitality-related organization in South Orlando has an opening for an Executive Assistant to the President & CEO.

This is a Monday - Friday 8am to 5pm position with some ability to work remote.

A comprehensive benefit package is offered highlighting:

Medical/Dental/Vision

8 paid holidays

generous PTO

4 hours of volunteer PTO

24 hours of wellness PTO

Paid parental leave

and so much more...

Strengths:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly
• Excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion
  
  

Education & Experience:

Associates degree (A.A.) or equivalent from a two year college or technical school, plus a minimum of 7 years executive administrative support to senior level executive position; or equivalent combination of education and experience.

Computer Skills:

Keyboarding speed of 50 wpm minimum.

Advanced proficiency with Microsoft Outlook

Intermediate proficiency with Microsoft Word/Excel/PowerPoint.

JOB DESCRIPTION:

The Executive Assistant to the President & CEO provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external team members, partners, clients and community leaders on all matters pertaining to the Office of the President & CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts.

Major Areas of Accountability:

• Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas.
• Provides back up support to the CFO/COO.
• Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Screens incoming calls to the President & CEO, determining nature of call and whether or not it requires the attention of the President & CEO, takes messages and maintains contact lists, and whenever possible responds to caller directly based on knowledge of President & CEO’s preferences, office functions, policy, priorities and availability or makes sure the caller receives appropriate transfer to another department.
• Processes all electronic correspondence received in the office of the President& CEO. Directs mail to appropriate internal staff with instructions and/or suggestions for preparation of a reply.
• Handles confidential and sensitive information with poise, tact, and diplomacy.
• Provides a bridge for smooth communication between the President & CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Assists President & CEO in the development and management of organizational and operational projects as needed.
• Assists in the development and management of the Executive Departmental budget as well as maintains Executive Department files and records.
• Works in partnership with the Executive Assistant to the CFO/COO in coordinating daily phone coverage for the Executive Department as well as coordination of time out of the office.
• Oversees finalization of Executive presentations and speaking engagements by participating in prep meetings to record notes and action items.
  
  

Board Support and Liaison:

• Serves as the President & CEO’s administrative liaison to board of directors
• Manages the annual process of electing a new board of directors
• Schedules and coordinates all board of directors and executive management team meetings and retreats. Develops meeting agendas and attends meetings.
• Records, transcribes and disseminates minutes and action items.
• Follows-up on any items or issues as needed
• Assists board members as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.