Executive Assistant

  • Executive Administration
  • Pembroke Park, United States

Executive Assistant

Job description

Your Responsibilities

Administrative

  • Schedule high priority meetings by managing an active calendar while providing a "gatekeeper" and "gateway" role.
  • Coordinate Executive calendars, which includes complex, detailed, and multiple travel itineraries.
  • Occasionally provide administrative support to other members of the Executive Team, especially with regard to scheduling meetings and travel arrangements.
  • Plan and execute Executive on-site and off-site meetings, retreats, and all-staff meetings across multiple time zones, with teleconference and video conference capabilities, including Board meetings.
  • Compose and prepare correspondence that is confidential in nature.
  • Complete and compile expense reports, other types of reports, spreadsheets, presentations, documents, mailings, etc.
  • Take meeting notes.
  • Track internal and external meeting follow-ups.

Project Management

  • Track high priority initiatives for the executive and identify any obstacles.
  • Communicate initiative status to the executive, pulling in other executives or team members as necessary.
  • Connect teams that are working on similar initiatives.
  • Pull together and manage project teams that require input from multiple departments.

Fiscal

  • Coordinate the annual budget cycle process (helping departments prepare their materials for CEO and annual budget).
  • Manage Board meeting preparation and creation of Board meeting materials.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of Board materials in a timely manner.
  • Creating and updating high-level, executive dashboards to track changes in key metrics on a monthly level.

Relationship Management / Gatekeeper

  • Assist in managing critical relationships on behalf of the executive.
  • Field and assess all inquiries directed to the executive and determine the proper course of action.
  • Vet all requests for time and route requests to other departments as appropriate.
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provide a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
  • Prepare the CEO for all internal/external meetings, including but not limited to the provision of agendas, directions and list of attendees; research of organizations, individuals, and opportunities.
  • Welcome visitors, arrange dinners and other functions, ensure guests are cared for.
  • Demonstrates the organization’s mission and values.
  • Anticipates the CEO’s needs and assists CEO with tasks as requested.

Job requirements

Organization
Feeding South Florida (FSF) is a member of the Feeding America network and the leading domestic hunger relief organization serving Palm Beach, Broward, Miami-Dade and Monroe Counties. As one of the largest food banks in the Feeding America network, FSF is responsible for serving 25 percent of the state’s food insecure population. Pre-COVID, FSF was poised for industry-leading strategic and innovative growth. Currently, during the pandemic, FSF doubled its output of food from 61.5M pounds of food in FY19 to over 119M pounds in FY20. A four-star rated organization by Charity Navigator, FSF is one of the most efficient nonprofits nationally; over 98 percent of all donations are put back into the community and every $1 = 9 meals.

Core Values: FSF values service above all else. We’re looking for innovative and strategic thinkers who are committed to improving the lives of those around them. FSF “Friendly Food Bankers” embrace the enormity of our role in the community and know that serving others comes before any one individual. Friendly Food Bankers have compassion, dedication, act with integrity and are committed to stewardship and inclusion.

We Provide: Full medical, dental and vision insurance; contribute up to 3% match to a 401K after one year of service; 17 days paid time off; a diverse team that is representative of the community we serve; continuous learning opportunities; a high-performance culture that will help challenge and grow your skill set.

Position Overview
The purpose of this position is to provide direct support to the CEO and occasionally other members of the Executive Team. Reporting directly to the CEO, the EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. He/she also serves as a liaison to the Board of Directors, the Executive Team and Leadership Team. The EA organizes and coordinates internal and external relations efforts, assists with special projects as necessary, and completes a broad variety of administrative tasks for the CEO, while exercising the utmost discretion and confidentiality. The EA must be creative, proactive, hands-on, and enjoy working within a static environment that is results-driven, and fast-paced. The EA will have strong written and verbal communication skills, administrative and organizational skills, and the ability to maintain a balance among multiple priorities. The EA is a team player but can also work independently on projects and prioritize effectively to handle a wide variety of activities in an efficient and confidential manner.

Relationships: This position is a member of the management team, reports to the President and CEO, works closely with the Executive Vice President, manages relationships and schedules, and ensures handling and gatekeeping of executive time.

Your Qualifications

  • Minimum 8 years of experience (preferably in a corporate setting) supporting C-Level Executives with the utmost integrity, discretion, and maturity.
  • Exceptional written and verbal communication skills that are persuasive, credible and polished.
  • Demonstrated leadership and relationship management.
  • Experience across a wide array of constituencies including staff and donors.
  • Experience with calendar and travel management.
  • Strong organizational skills that enable multi-tasking in a fast-paced environment with strict deadlines, while maintaining attention to detail.
  • Impeccable integrity, solid judgment and demonstrated proactive approaches to problem solving with strong decision-making ability.
  • Highly resourceful team-player who can work with a diverse group of people, with the ability to also be extremely effective independently.
  • Demonstrate the highest level of customer/client service.
  • Innovative and forward-thinking professional, who actively seeks opportunities for the organization and proposes solutions.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and knowledge of technology and the Internet.
  • Unwavering commitment to quality and excellence in organizational and project management with the ability to achieve strategic objectives and manage a budget.
  • Integrity, positive attitude, mission-driven and self-directed with demonstrated passion for FSF’s mission and commitment to working collaboratively with a management team of senior professionals.
  • Strong business intuition and common sense.
  • Strong work ethic with the tenacity to work under extreme pressure.
  • Must maintain a valid Florida Driver’s License and an insured personal vehicle.
  • Preferences: Bachelor’s Degree, bilingual, prior interaction with a Board of Directors.