Executive Assistant to Chief Executive Officer

Our employer, a leading Non-Profit organization that serves as a catalyst for community collaboration to prevent and end homelessness in Palm Beach County, is in search of an Executive Assistant to the CEO.

As the Executive Assistant to the CEO, this trustworthy individual will be expected to perform a wide range of day-to-day administrative and clerical tasks with integrity, understanding that the position is critical in facilitating the routine and special activities within the CEO’s schedule and priorities, which include but are not limited to:

• Manage the CEO’s daily calendar, including scheduling meetings, appointments, and travel arrangements.
• Handle incoming and outgoing communications, including phone calls, emails, and postal correspondence.
• Prepare important documents such as reports, presentations, and board and committee agendas.
• Maintain comprehensive and accurate records, including document management and electronic filing systems.
• Assist with the organization’s fundraising events, conferences, and board meetings.
• Provide general administrative support such as drafting correspondence, composing minutes from meetings, and tracking monthly expenses.
• Monitor and manage all external vendor contracts or agreements, business insurance, and Certificates of Insurance (COI).
• Serve as Point of Contact (POC) for the organization between the auditors and organization by working collectively to establish timelines, compiling and obtaining requested information from various departments with the organization.
• Monitor and respond to emails and manage multiple inboxes to ensure no communications are overlooked.
• Act as the first point of contact for the CEO, handling and rerouting inquiries as appropriate.
• Implement and maintain procedures/administrative systems to enhance office operations.
• Collaborate with other staff to ensure smooth and efficient workflow and handling of executive demands and deadlines
• Serves as a true gate keeper to the CEO and handle sensitive information in a confidential manner.

REQUIRED CORE SKILLS:

• Excellent and Effective Written and Verbal Communication Skills
• Attention to Detail
• Adaptability
• Resourceful
• Computer Literacy
• Interpersonal Skills
• Critical Thinker
• Organizational Skills
• Time and Calendar Management
• Project Management

QUALIFICATIONS:

• Associate degree in Business, Finance, or Accounting or Work experience with extensive background working in a C-Suite or with Executive Level Professionals
• Strong proficiency in MS Office, particularly Word, Excel, and PowerPoint
• Experience with virtual communication platforms such as Zoom, WebEx, and Microsoft Teams
• Exceptional internal and external customer service ethic, personal warmth, and sincerity, excellent interpersonal skills and ability to work collaboratively and effectively with individuals of diverse backgrounds
• Strong analytical and critical thinking ability
• Works well independently and requires limited to no supervision
• Ability to manage several work streams simultaneously and meet deadlines, while adapting to changing circumstances and adhering to high standards of personal and professional integrity; prior experience with complex project management

ADDITIONAL PREFERENCES:

• Accounting/ Bookkeeping Background
• Prior supervisory skills managing at least one (1) person
• Proven experience as an executive assistant or in other secretarial positions will be considered an advantage
• Professional certification such as the Certified Administrative Professional (CAP) or Professional Administrative Certificate of Excellence (PACE)

WORK SCHEDULE: Monday-Thursday No Fridays (except for once per month) Part-time 32 hours per week