Executive Administrative Assistant

Description

POSITION SUMMARY

The Executive Administrative Assistant position provides high-level, confidential administrative and executive support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO) of the Early Learning Coalition of Hillsborough County (ELCHC).

This position serves as a key administrative partner within the Executive Office and is responsible for coordinating executive schedules, meetings, communications, travel, documentation, expenses, special projects, and other administrative functions that enable the CEO and CFO to effectively lead the organization. This position reports directly to the Chief Executive Officer and Chief Financial Officer.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage and coordinate the daily calendars of the CEO and CFO, including meetings, appointments, internal engagements, external commitments, travel, and other activities.
• Assist the CEO and CFO in evaluating and prioritizing competing demands to ensure executive time is used effectively.
• Coordinate meetings involving multiple internal and external stakeholders and ensure appropriate preparation, materials, technology, and follow-up.
• Monitor executive commitments, deadlines, action items, and follow-up activities and provide appropriate reminders and status updates.
• Prepare, proofread, format, and distribute correspondence, reports, presentations, briefing materials, memoranda, agendas, and other executive documents.
• Review, organize, and appropriately route incoming correspondence and communications while protecting confidential information.
• Draft routine correspondence and communications on behalf of the CEO and CFO as directed.
• Serve as a professional point of contact for individuals and organizations seeking access to or communication with the CEO or CFO.
• Anticipate administrative needs and proactively address issues before they interfere with executive priorities.
• Maintain organized electronic and physical records for the Executive Office.
• Coordinate executive office supplies, equipment, subscriptions, registrations, and other administrative needs.
• Work on special projects as assigned.
• Assisting Resource Development & Community Relations with fulfilling Public Records requests.
• Perform other duties as assigned.

Requirements

QUALIFICATIONS

• Bachelor’s degree from an accredited institution.
• Ability to exemplify our Core Values of Integrity, Equity, Accountability, Collaboration, Innovation, Transparency, Consistency and Benevolence.
• Minimum 3 years’ experience in an administrative role; preferably supporting a senior executive.
• Knowledge of Roberts Rules of Order and Sunshine Law required.
• Proven ability to maintain a high level of confidentiality and discretion.
• Highly professional, detail-oriented individuals with polished communication and interpersonal skills.
• Knowledge of Best-in-Class Customer Service Skills.
• Ability to effectively communicate with diverse populations.
• Ability to navigate challenging situations and provide solutions.
• Excellent time and project management skills with a proven ability to meet deadlines.
• Ability to work collaboratively with all team members.
• Technically savvy and proficient in Microsoft Office (Word, Excel, and PowerPoint) and Outlook.
• This position requires successful completion of the level 2 background screening standards as set forth in s. 435.04, F.S.
• Valid Florida driver’s license and the ability to drive a passenger vehicle.

Physical Activity/ Work Conditions

• Work Environment: This job operates in a general office setting. This role routinely involves standard office equipment such as computers, phones, copiers/fax machines. While performing the duties of this job, the employee frequently interacts with staff, vendors, and the public in person and via telephone and email. Flexibility to work outside normal working hours is required due to the nature of the role.
• Physical Demands: While performing the duties of this job, the employee will be required to sit for prolonged periods, at a desk, utilizing a computer, reviewing online, and paper documents. The employee will also be required to lift and move up to 25 pounds and occasionally lift and move up to 50 pounds.