Executive Assistant provides multi-faceted administrative support and assistance to ensure effective use of an executive's time and productive interactions with staff and the public. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. Being an Executive Assistant manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the executive and prepares summaries and reports. Additionally, Executive Assistant develops positive and strategic relationships at all levels of the organization. Uses discretion, judgment, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality. May be responsible for directing and deploying support staff or other resources. Typically requires a bachelor's degree. Typically reports to c-suite executive. The Executive Assistant work is generally independent and collaborative in nature. Contributes to moderately complex aspects of a project. To be an Executive Assistant typically requires 4-7 years of related experience. (Copyright 2024 Salary.com)
HH Staffing is currently seeking an experienced Executive Assistant for a non-profit organization in Sarasota!
This is a temp to hire work opportunity being offered through our staffing agency.
Work schedule is typical full time – 8am-5pm, Monday-Friday.
**About the Client**
A non-profit organization located in Sarasota is seeking an experienced Executive Assistant to join their team and support the President & CEO, and key leadership members.
Duties and Responsibilities:
1. Calendar Management:
Handle the President's calendar, scheduling appointments, and ensuring timely follow-up with various constituents and stakeholders. This includes assisting with personal notes, emails, and high-touch stewardship strategies.
2. Daily Operations:
Greet and welcome guests.
· Answer phones.
· Ensure meeting rooms are reserved, including virtual Zoom and Teams meetings.
· Manage two additional email inboxes for job postings and general information.
· Distribute and review daily emails to appropriate staff.
· Maintain daily mail, sorting and processing of check deposits.
· Inventory and placement of office supply orders for multiple locations.
· Oversee copier maintenance, scheduling, and ordering of supplies.
· Troubleshoot Wi-Fi/IT issues.
3. Board of Directors Liaison:
· Maintain all Board governance policies, articles, and by-laws.
· Administer the Board software for Board and staff.
· Monitor board member terms, attendance records, and dashboard.
· Arrange committee and board meetings, including site location, F&B, board packets, and drafting agendas.
· Attend meetings and draft Board and related Committee minutes.
· Ensure all content for the Board is accurate and up to date at all times.
4. Development Team Support:
· Assemble solicitation packets and materials.
· Assist in stewardship activities with donors.
· Provide special event management support for fundraising activities.
· Enter donor reports into Raiser’s Edge.
· Assist development team with meeting preparation and follow-up activities.
5. Compliance and Administrative Assistance:
· Assist the President & CEO and CFO with maintaining annual compliance of the Foundation.
· Work with the team on any other duties/activities as assigned.
Qualifications:
· Associate degree from an accredited educational institution or equivalent required (Bachelor’s degree preferred).
· 7 years of extensive experience supporting senior managers and boards of directors.
· Strong evidence of administrative skills, including writing and communication skills, professional decorum, and handling sensitive issues with confidentiality and tact.
· Excellent organizational skills, ability to handle multiple projects simultaneously and plan ahead.
· Friendly disposition with a proven ability to maintain composure and flexibility in a changing environment.
· Proven professional proficiency in Microsoft Office applications including Word, Excel, Power Point; and expertise in databases and other software programs (willing to learn and master Raiser’s Edge Software).
· Flexibility and finesse to manage an executive’s schedule. Respectfully represent the President in communications.
· Superior time management abilities required.
Salary: $25 per hour, depending on experience. Benefits package offered once hired on.
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