Urgently hiring
Job details
Salary $44,000 – $90,000 a year
Job Type Full-time Part-time
Number of hires for this role 1
Qualifications
- US work authorization (Required)
- Associate (Preferred)
- Microsoft Powerpoint: 10 years (Preferred)
- Microsoft Word: 10 years (Preferred)
BenefitsPulled from the full job description
Health insurance
Dental insurance
401(k)
Paid time off
Vision insurance
Retirement plan
Full Job Description
Job Description Summary
Reporting directly to the President & CEO, the Executive Assistant provides executive support in a on-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles & Responsibilities
Executive Support
- Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; completing and preparing correspondence that is sometimes confidential; arranging agendas; and compiling documents for meetings.
- Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides ‘gatekeeper’ and ‘gateway’ role, creating win-win situations for direct access to the CEO’s time and office.
- Communicates directly, and on behalf of the President & CEO, with Board members, donors, Staff, and others, on matters related to CEO’s programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a ‘barometer’, having a sense for the issues taking place in the environment and keeping the President updated.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
- Serves as the President’s administrative liaison to PARC’s Board of Directors.
- Maintains discretion and confidentiality in relationships with all Board members.
- Adheres to compliance with applicable rules and regulations set in bylaws, regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Utilizes in-depth knowledge of Board-related governance and oversees administrative management of the Board of Directors operations and services.
- Collaborate with the President & CEO to create and implement new Board Member orientation.
Senior Management Liaison
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings.
Communications, Partnerships, and Outreach
- Ensures that the President’s bio is kept updated and responds to requests for materials regarding the President and the organization in general.
- Edits and completes first drafts for written communications to external stake holders.
Strategic Initiatives
- Works with the Strategic Initiatives team in coordinating the President’s outreach activities.
- Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
- Edits all and creates acknowledgement letters from the President to donors.
Qualifications
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Emotional maturity.
- Highly resourceful team player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience Requirements
- Bachelor’s degree preferred. Associate degree acceptable.
- Strong work tenure: five to 10 years of experience supporting C-suite Executives, preferably in a non-profit organization.
- Experience and interest in internal and external communications, partnership development and fundraising.
- Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat and other computer systems.
- Experience in constituent database systems, preferably Blackbaud Raiser’s Edge or other similar such as DonorPerfect as well as Boardable software for interfacing with the Board of Directors.
About PARC
PARC has been providing opportunities for individuals with intellectual and developmental disabilities for over 68 years. Using a “person-centered” approach, PARC provides programs and services helping those exercise their independence and experience life to the fullest. Today PARC serves over 600 individuals, focusing on gaining new experiences and living the quality of life deserved by all.
Advocacy, housing, education, collaboration and community engagement are just some of the many examples in which PARC makes a positive contribution to community life. PARC helps children and adults focus on what they can do rather than what they are unable to do. As an organization and a community, we share a powerful belief that all persons can experience life to the fullest. We are PARC, Providing Advocacy and Recognizing Capabilities.
We are known as a progressive leader in the field of intellectual and developmental disabilities (I/DD). Driven by the vision of a community where all individuals live with dignity and are treated with respect, PARC is truly dedicated to ensuring that children and adults, no matter what their capabilities, are valued and appreciated as unique and valued individuals.
Job Types: Full-time, Part-time
Pay: $44,000.00 – $90,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
COVID-19 considerations:
We mask in common areas, and observe the CDC guidelines for the 5-day quarantine.
Ability to commute/relocate:
- Saint Petersburg, FL 33710: Reliably commute or planning to relocate before starting work (Required)
Education:
- Associate (Preferred)
Experience:
- Microsoft Powerpoint: 10 years (Preferred)
- Microsoft Word: 10 years (Preferred)
Work Location: One location
