Executive Assistant

Description

The Executive Assistant serves as a strategic partner to the President/CEO and the Executive Leadership Team and plays a central role in advancing organizational alignment and operational effectiveness.

This position is responsible for

• Providing high-level executive support to the CEO and the Executive Leadership Team.
• Supporting executive leadership coordination and agency-wide initiatives.
• Overseeing special projects that strengthen organizational culture and operational alignment.

• The role requires exceptional judgment, discretion, initiative, and the ability to manage complex priorities in a fast-paced environment.
• This position may involve acquiring, accessing, using, and safeguarding Protected Health Information in accordance with applicable law and agency policies.

ESSENTIAL JOB FUNCTIONS

Executive Support to the President & CEO

Strategic Executive Partnership

• Serve as a trusted advisor and strategic thought partner to the CEO.
• Proactively manage the CEO’s priorities, ensuring alignment with strategic goals.
• Anticipate needs and provide forward-looking support to enhance executive effectiveness.
• Track and monitor key initiatives, deadlines, and executive deliverables.
• Prepare briefing materials, executive summaries, reports, and presentations.

Executive Operations & Administrative Leadership

• Manage an extremely active and dynamic calendar with strategic prioritization.
• Coordinate complex meetings, travel, itineraries, and logistics.
• Screen and prioritize correspondence, drafting responses when appropriate.
• Research and analyze issues presented to the CEO and recommend action steps.
• Prepare confidential correspondence, reports, and communications.
• Reconcile corporate credit card expenses and prepare monthly expense reports.
• Maintain confidentiality and professionalism at all times.
• Perform other related duties as assigned.

Executive Leadership Team Coordination

• Provide administrative support to the five members of the Executive Leadership Team as needed.
• Coordinate Executive Leadership Team meetings and retreats.
• Develop agendas in partnership with the CEO.
• Attend meetings as needed and document action items and follow-up responsibilities.
• Monitor progress on executive team commitments and cross-department initiatives.

Event & Initiative Support

• Assist in planning agency-wide meetings, leadership retreats, and staff engagement events.
• Coordinate logistics including facilities, vendors, communications, and budgets.
• Develop internal communications materials to support agency campaigns and events.

Qualifications

Education & Experience

• Associate’s degree in related field required; bachelor’s degree preferred.
• Three (3) to five (5) years of executive-level administrative experience.
• Experience in internal communications, organizational development, or corporate communications strongly preferred.
• Experience supporting senior executives in complex organizations preferred.
• Possession of a valid, State of Florida driver’s license to operate the motor vehicle operated; Requirement exists at the time of hire and as a condition of continued employment.