Senior Executive Assistant

Job Description

Job Description

MISSION STATEMENT:  To transform lives through love and service.

SUMMARY: The Executive Administrative Assistant will offer all administrative tasks handling to both the Chief Executive Officer (CEO) and Chief of Staff (CoS). This individual will aid with quality assurance reporting and writing of the Special Works Board minutes. Include executive support in a one-on-one working relationship serving as the primary point of contact for internal and external constituencies on matters pertaining to the District Office. This individual will also serve as a liaison to the Special Works Board and Senior Management teams, he/she will be in a highly visible role and utilized as the “right hand” of both the CEO and CoS. Responsible for coordination of quality improvement activities and assist with achieving and maintaining compliance with standards required for accreditation.

ESSENTIAL DUTIES AND RESPONSIBILITIES: (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job currently).

• Complete Board minutes 
• Communicate with Board members, staff, and others, on matters related to all programmatic initiatives
• Schedule all Board meetings, Committee meetings and all other meetings needed by the CEO 
• Provide scheduling assistance to the CEO 
• Provide leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO and CoS; some of which may have an organizational impact 
• Maintains discretion and confidentiality in relationships with all matters pertaining to the District Office 
• Assist the CEO and CoS with various administrative tasks 
• Manage administrative assistant staff to accomplish corporate administrative tasks
• Manage receptionist staff to perform call screening, reception, and other administrative tasks
• Manage and coordinate corporate mail sorting and distribution
• In coordination with the Development Team mange the gift entry tasks within the department 
• Facilitate and staff Performance Quality Improvement meetings
• Develop, generate and compile reports 
• Prepare documents, spreadsheets and database as necessary for reporting purposes 
• Prepare internal and external statistical reports required by funders and/or staff 
• Prepare and edit correspondence, reports and presentations 
• Provide quality customer service, both internal and external 
• Manage projects and conduct various research 
• Organize and maintain files and records 
• Assist in making travel preparations and arrangements 
• Review, analyze and produce report with recommendations 
• Assists CoS in reviewing policies and forms for presentation to the Governing Body and both the Management and Executive Teams
• Maintain Special Works Board listings, administrative documentation and other products required by the CEO
• Back-up to receptionist for breaks and PTO
• Submit renewal applications for licenses, permits, corporation filings, fictitious name filings and corporate tax exemption renewals
• Prepare CoS expense report monthly
• Code and prepare invoices for Finance Department

OTHER RESPONSIBILITIES :

• Comply with all applicable training requirements
• Comply with all company safety, personnel and operational policies and procedures
• Comply with work schedule to ensure effective operations of Agency programs
• Contributes positively as a member of a productive and cooperative team
• Performs other duties as necessary to fulfill the St. Vincent de Paul CARES Mission

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)  

• Able to speak, write and understand English
• Possess basic computer skills
• Must be sensitive to and respect cultural diversity amongst clients, staff and volunteers and able to work with diverse racial, ethnic and economic groups
• Flexible work schedule including evenings, nights, weekends and holidays
• Ability to set appropriate limits, work under deadlines and multi-task
• Ability to organize, prioritize, self-motivate, and deliver results
• Excellent communication and listening skills
• Possess strong work ethics
• Successfully pass Law Enforcement background screening
• Valid Florida driver’s license if driving an agency vehicle or a personal vehicle for company business
• Must have reliable transportation
• Participate in Agency Performance Quality Improvement (PQI) program and Accreditation/Reaccreditation process
• Mission-driven attitude supplemented with integrity and passion
• Adherence to the highest ethical standards, personally and professionally
• A high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performance
• Evidence of deep alignment with the St. Vincent de Paul CARES Mission and Values

ADDITIONAL KNOWLEDGE, SKILLS AND ABILITIES: (To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)  

• Assist in coordinating the agenda of senior management team meetings
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• 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 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: (Pending on position and if prior to hire is approved by Chief Operating Officer a comparable amount of training, education or experience may be substituted for the minimum education qualifications)

• Bachelor's degree, or equivalent work-related experience may substitute for education
• Strong work tenure: five to 10 years of experience in an Executive Assistant to a CEO role; preferably in a non-profit organization
• Experience and interest in internal and external communications and partnership development
• Experience in managing entry-level staff
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat

GENERAL PHYSICAL DEMANDS :  These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. Reasonable accommodation can be made, if appropriate, to enable people with disabilities to perform the described essential functions of job. Working in an office/site requires prolonged sitting at the computer workstation; standing, bending, reaching, lifting up to 20 lbs. and some driving. Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephones, and other office equipment. It is also required to regularly sit, speak, and listen, the employee is also required to walk, use hands and fingers to type, operate equipment, and maintain records and notes. Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. 

MENTAL DEMANDS: Must handle new and diverse work problems daily. Personal maturity is an important attribute. Must be able to resolve problems, handle conflict, and make effective decisions under pressure. Must have the ability to listen objectively to people, perceive the real problem and assist in bringing issues to a successful conclusion. Must relate and interact with, volunteers, clients, contractors, visitors and employees at all levels within the Agency. 

WORK ENVIRONMENT: Environment will occasionally become noisy due to equipment operations and interactions among clients and staff. There may be the possibility of being exposed to communicable disease, possible exposure to verbal abuse or similar behavior from residents/clients. On an as needed basis, employees may be called upon to work outside of the established work schedule or work odd hours. All information associated with the Agency is confidential. 

Benefits: 

• Health Insurance
• Life insurance
• Dental Insurance
• Vision insurance
• Short- and Long-Term Disability
• 120 hours of PTO accrued biweekly starting at day 1 of employment 
• 13 Paid Holidays to include Employee’s birthday and Date of Hire 
• 403(b) with employer match up to 3%

St. Vincent de Paul CARES is an Equal Opportunity Employer.