EXECUTIVE ASSISTANT

JOB DESCRIPTION

EXECUTIVE ASSISTANT

UPDATED: April 2025

FLSA STATUS: Exempt

SUPERVISOR: Operations Manager

JOB SUMMARY

The Executive Assistant will provide high-level administrative support to the CEO and Operations Manager. Additionally, this position oversees the organizations Volunteer program.

RESPONSIBILITIES

Essential Functions

• Greet visitors at reception, direct to the appropriate staff member or classroom
• Receives incoming communication via phone, email, or fax; summarizes and/or distributes contents to appropriate staff.
• Schedule appointments and provide executive level administrative support to the Operations Manager and CEO.
• Volunteer Coordination:
• Communicates with all departments of the organization to identify available opportunities and needs for volunteers.
• Recruits volunteer staff to fit these roles using a variety of resources and techniques.
• Gathers information about each volunteer's skills, availability, and goals; matches volunteers with appropriate opportunities based on this data.
• Schedules, coordinates, and assigns volunteers to appropriate departments, supervisors, and/or mentors.
• Regularly communicates with volunteers to ensure placement is a good fit for individuals skills and goals.
• Maintains files, records, applications, and other data concerning volunteer programs.

Manage the general administrative activities of the organization; retrieving and opening mail, maintaining office supplies, etc.

• Provide support to the Lumination Low Vision store and Program Department with inventory and ordering of products and supplies.
• Ensure all documentation for the organization is current and accurate.
• Monitor the email accounts of the Operations Dept and CEO as needed.
• Maintain the office Google Calendar and other calendars as needed.
• Keep the office environment and classrooms in visitor condition. Maintain reception and adjacent areas in a professional manner.
• Ensure security and proper tracking of office and fleet vehicle keys along with maintaining fleet vehicle maintenance log as needed.
• Represent the CEO by accepting guests, calls or emails, reviewing correspondence, arranging meetings, scheduling and organizing travel, answering questions and meeting requests directed to the CEO.
• Prepare and format presentations and reports, including editing and proofreading.
• Conduct data research for the CEO.
• Attend meetings and trainings as needed.
• Perform other duties as assigned by the Operations Manager and CEO.

Other Functions

Support Lighthouses fundraising activities.

KNOWLEDGE/SKILLS/ABILITIES NEEDED

• High School diploma, preferably with business/office courses.
• A minimum of five years as a C-Level Administrative Assistant or related office experience preferred.
• Bilingual preferred.
• Strong interpersonal skills and judgment are essential.
• Extremely proficient computer and internet skills; working knowledge of Google Suite (preferred) and/or Microsoft Office applications, and HR/payroll platforms.
• Excellent oral and written communication skills.
• Ability to manage a variety of tasks, manage and coordinate projects and prioritize workload in order to meet deadlines.
• Ability to work cooperatively as a team member to meet CEO and organizational goals. Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism and discretion
• Ability to work independently and under pressure at times.

Physical Demands

• Ability to operate basic office equipment such as computers, copiers, printers and fax machines. Ability to sit working at a computer or desk for sustained periods of time.
• Ability to lift and move up to 25 pounds unassisted.

Other Requirements

• Access to reliable transportation enabling regular, predictable, on-time attendance.
• If an employee drives a car for Lighthouse business, a valid Florida drivers license, good driving record and proof of insurance are required.
• Pass Level II background check.

KNOWLEDGE/SKILLS/ABILITIES NEEDED:

• High School diploma, preferably with business/office courses.
• A minimum of five years as a C-Level Administrative Assistant or related office experience preferred.
• Bilingual preferred.