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Executive Assistant to CEO

Company: Helping People Succeed, Inc
Location: Jensen Beach
Posted on: November 17, 2022

Job Description:

Position: Executive Assistant Reports to: President/CEO Classification: Hourly, Non-Exempt Organizational Level: Administrative Distinguishing Characteristics of Work: The primary duties of the Executive Assistant are to provide high level administrative support that involves preparing correspondence, reports and presentations, calendar management, coordinating meetings, answering phone calls and managing information requests by the CEO.Duties also include acting as liaison to board members and external partners; facilitating organizational goals; and handling of confidential information requiring discretion and diplomacy. Essential Job Functions: 1. Perform administrative assistance and support including calendar management, functions withinMicrosoft Office, data entry, and correspondence as needed.2. Act as board liaison in coordination of all meeting (email and Zoom) invites and RSVPs; verify quorum attendance; producing roster of members; answering general queries from board members, and sending materials for review before meetings; as well as emailing meeting packets to board members in advance. Attendance at board meetings as well as committee meetings as assigned is required in order to administer and transcribe minutes.3. Provide administrative support to the Strategy Team, i.e., weekly meeting notices and transcribing of minutes. Maintain an action check-list as a result of each meeting to utilize as a reporting mechanism for the subsequent meeting.4. Assist with the coordination of the organization's Strategic Plan; i.e., setting up meetings, recording/collecting minutes and preparing reports.5. Reconcile credit card statements on a monthly basis.6. Assist with travel arrangements and prepare reimbursement requests.7. Keep track and send cards and correspondence to board members, community partners, donors, friends, volunteers and staff members as directed.8. Coordinate monthly birthday and anniversary celebration.9. Provide support for on-going monthly and membership commitments, i.e., chambers of commerce,Kiwanis Club of Stuart, Soroptimist International of Stuart and others.10. Coordinate and maintain information regarding professional commitments.11. Assist with preparation and support material for grants and other funding opportunities.12. When necessary, assist with the distribution of the organization's mail to include the logging in and scanning of the Foundation and Operating checks. Process credit cards when required.13. Provide assistance in the reception area as needed.14. Attend special events as required. Secondary Job Functions: Assist with the coordination of telephone support and mail responsibilities when receptionist is absent. HIPAA Privacy and Security Access: Due to the nature of this position, regular access to client files electronically via the database and hard copy files via file cabinet is necessary. All employees in this position must use his/her password at all times and ensure proper log in/log off of the database and file maintenance at all times. Passwords must not be shared and hard copy files must be returned to lock file cabinet. Essential Physical Activities: 1. The ability to bend, stoop and stretch when archiving or retrieving files.2. The ability to lift and move tables, un-stack and stack chairs, carry supplies to different locations.3. The ability to drive a motor vehicle when engaging in miscellaneous errands. Equipment Used: Computer terminal, printer, smart phone, postage meter and fax/copy/scan machine. Minimum Education, Training and Experience: College or Business School graduate with at least three years' office experience, or High School Graduate or equivalent GED certificate with five years' experience in high level administrative position. Desirable Education, Training, Experience, Knowledge, Skills and Abilities: 1. High degree of organization and professionalism.2. Excellent communication skills, both verbal and written.3. Ability to deal effectively with a diverse group of people professionally and courteously.4. Ability to plan, organize and coordinate work assignments without supervision.5. Effective time-management skills.6. Good telephone etiquette, discretion and excellent customer relation.7. Working knowledge of word processing software, Microsoft Office suite.8. General business principles, practices and office procedures. Other: Must have motor vehicle and clean driving record.Job Type: Full-timePay: From $20.00 per hourBenefits: Dental insurance Employee assistance program Health insurance Health savings account Life insurance Paid time offSchedule: Monday to FridayEducation: High school or equivalent (Required)Experience: Office: 5 years (Required)Work Location: One location

Keywords: Helping People Succeed, Inc, Palm Beach , Executive Assistant to CEO, Executive , Jensen Beach, Florida

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