Executive Assistant

Job Overview
This position is responsible for the overall coordination of the schedule, meetings, engagements, calendar, and activities for the Lakewood Ranch Business Alliance’s team. As well as the support of facilities for the Alliance offices including overseeing office operations/vendor accounts.

This role includes providing administrative and clerical support as well as being a liaison between these named positions and Staff with all other departments, Board Members, partners, and external contacts.

This is not a silo position. We want a collaborative and energetic individual that can contribute to all the Alliance staff, work in a dynamic environment, deliver the Alliance mission to Connect, Educate and Strengthen the business community in the LWR region.

Responsibilities

• Overall coordination and gatekeeper of the schedule, meetings, engagements, calendar, and activities for the Lakewood Ranch Business Alliance President/CEO
• Clerical and administrative support for Alliance President
• Coordinate meetings and engagements between named Staff with all other departments, Board Members, partners, and external contacts
• Ensure office supplies are maintained, accounted for, and ordered
• Organize and maintain all Alliance facilities vendors
• Work with President on Agendas, Minutes, Event Invites, Calendar Reminders, invites for the Finance, Government Affairs, Executive Committee and Board
• Oversee details of the Alliance building facility- working with all vendors to keep building and supplies on track
• Schedule and set up high level member meetings for the President
• Assist President with tasks/errands pertaining to the President’s schedule
• Assist with creating and managing schedules for the office involving the team
• Set-up and breakdown for Alliance meetings
• Coordinate with LWRCA on utilization of the meeting space
• Oversee the Annual Membership invoice process and follow-up with open invoices throughout the year.
• Audit the accounts receivable for the Alliance to ensure invoices are being paid in a timely manner
• Coordinate with, and support CPA by sending invoices, updating payments, and sending notices as needed
• Open and file all mail, bills and checks · Assist in meeting prep- agendas, taking meeting minutes, meeting set up, coordinating, and working with caterers. Clean up and set up of pre and post meetings.
• Organizing electronic documentation of council and board documents
• Assists Staff in managing and reporting data
• Maintain proper turn-around time for all activities performed in this position.
• Consistently contribute to the success of the Chamber by offering suggestions and ideas.
• Complete special projects as assigned.
• Perform other duties as required or as assigned

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role.
• Associates Degree or 2 - 4 years experience in an administrative role.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills for clear correspondence.
• Proficiency in computer literacy with a strong command of Microsoft Office and Google Suite applications.
• Experience in office management practices is preferred.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail with proofreading capabilities to ensure high-quality outputs.
• A proactive approach to problem-solving with strong interpersonal skills for effective collaboration within teams.

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Office management: 2 years (Preferred)
• QuickBooks: 1 year (Preferred)
• executive assistant: 2 years (Required)

Ability to Commute:

• Sarasota, FL 34240 (Required)

Work Location: Hybrid remote in Sarasota, FL 34240

Salary : $55,000 - $60,000