Executive Assistant

Description

Reporting to the CEO, the Executive Assistant provides executive-level administrative support for the Executive Team across multiple departments with a priority focus on Board Liaison Duties.

Supervisory Responsibilities

None

Position Responsibilities

Board Liaison Duties (under direction of CEO)

• At the direction of the CEO, coordinate and schedule Board and Committee meetings, schedule meetings involving Board and Committee members and members of SPFC executive and leadership teams, and manage all meeting logistics (including refreshments, set-up, clean-up etc.)
• Create, as requested, and assemble Board and Committee meeting materials
• Capture, transcribe, and prepare meeting minutes for review and approval
• Support Board and Committee communications at direction of CEO
• Ensure all administrative components of Board information systems, including rosters, Board Binder, filing systems, etc. are current, accurate, and appropriately disseminated; create and implement systems, as needed, to support the improvement of these systems
  
  

Executive Team Support

• Prepare reports for Executive Team members, including reports for the Board of Directors and grant reports; review and collate data and other source materials for reports completion
• Coordinate and schedule meetings for the executive team for meetings requiring the alignment of multiple peoples’ schedules
• Coordinate and schedule other organization-wide and team meetings at the request of executive team members, including registering team members and their staff for conferences, events, and other engagements
• Provide set-up for meetings, including securing locations, securing and setting up refreshments, coordinating IT needs, managing clean-up, etc.
• Answer CEO and COO phone extensions, as well as answer phone calls that ring through to the EA extension, and provide appropriate action, including taking messages, giving general and accurate information to callers, and/or referring callers to other internal or external resources
• Support executive team administrative needs including preparation of purchase orders, scanning, filing, and coordinating contracts execution (signatures, submission, etc.)
• Prioritize and respond to other CEO requests (meeting scheduling, admin support, meeting coordination, etc.)
  
  

General Administrative Support

• Maintain the systems for and complete supply orders for departments across the organization
• Support the implementation and use of technology to further organizational needs
• Maintain onsite availability during business hours to support administrative building entry needs (guests, vendors, volunteers, etc.); welcome and route guests appropriately
• Deliver outgoing mail from Skyway to downtown location and bring mail back to Skyway daily
• Review, develop, and maintain filing systems for organizational information (including archival Board information, development files, CEO office files, etc.)
• Ensure basic supplies at administrative building remain stocked, including office supplies, coffee bar supplies, and supplies for bathrooms. Support supply orders agency-wide at the request of executive team and directors.
• Other tasks as requested by CEO and executive team members
  
  

Agency-wide Responsibilities

• Maintain documentation and records in compliance with policies and procedures
• Maintain confidentiality
• Support St. Pete Free Clinic's commitment to diversity and inclusion
• Adhere to agency policies and procedures and all Federal and State regulations and local ordinances
  
  

Requirements

Required Skills & Abilities

• Professional, respectful communication with all regardless of perceived status in organization or outside of organization
• Strong attention to detail and capability to organize and manage competing priorities
• Strong judgment and discernment; unwavering commitment to confidentiality
• Strong written and verbal communication skills
• Capability to prioritize inter-and cross-departmental collaboration
• Proficient in Microsoft Office Suite and related software
• Capability to use a broad range of technology
• Commitment to and modeling of St. Pete Free Clinic values
  
  

Education & Experience

• High school diploma, GED, or equivalent required
• 3 or more years of administrative support experience
  
  

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times
  
  

SPFC is a Drug and Alcohol-Free Workplace.