Executive Assistant

Executive Assistant

We are seeking an exceptional Executive Assistant to provide high-level support to the CEO in a fast-paced, mission-driven environment. This is a hybrid role that serves the organization in two locations – Hobe Sound and Jupiter, Florida. This role requires a proactive, highly organized professional who thrives on managing multiple priorities, anticipating needs, and maintaining the highest level of confidentiality.

The ideal candidate is detail-oriented, technologically savvy, resourceful, and possesses outstanding communication skills. A self-starter who takes initiative, solves problems, and supports the coordination of both professional and personal executive responsibilities.

Key Responsibilities

Executive Support

• Manage the CEO's complex calendar, appointments, and scheduling.
• Coordinate lunches, dinners, meetings, and events with supporters, donors, and key stakeholders.
• Assist with CEO communications before, during, and after business hours as needed.
• Draft correspondence, event follow-up emails, and other executive communications.
• Proofread documents, presentations, and written communications with exceptional attention to detail.
• Eventually manage portions of the CEO's email, responding on the CEO's behalf when directed.
• Prepare and distribute a weekly executive recap.

Administrative & Financial Coordination

• Track and maintain records of in-kind donations and expenses.
• Maintain the integrity and confidentiality of internal information, financial records, contact databases, and sensitive documents.
• Coordinate regularly with the internal team and Home Office Manager to ensure seamless operations.
• Maintain accurate address books, invitation lists, and supporter databases.
• Meticulous note-taking, documenting and proofreading and meeting coordination.

Events & Donor Relations

• Assist with planning and coordinating donor and foundation events.
• Draft invitations, event communications, and follow-up correspondence.
• Coordinate pre-gala welcome bags by sourcing items, managing rooming lists, organizing hotel room blocks, and overseeing delivery.
• Assist with events hosted at the CEO's home by coordinating invitations, cocktail menus, event graphics, and guest takeaway gifts.
• Support auction and fundraising donation requests, including assembling and coordinating specialty gift baskets.

Gifting & Special Projects

• Manage all executive gifting, marketing, and communications including:
• Tracking gift inventory
• Researching and purchasing gifts
• Maintaining gift records
• Packaging and wrapping gifts
• Coordinating shipping and delivery
• Create customized gifts for various occasions, including auctions, housewarming, get-well wishes, and other special events.
• Develop graphics and personalized designs for custom projects and gifting initiatives

Marketing & Communications

• Manage social media posting and engagement, including responding to comments when appropriate.
• Create graphics and visual materials for events, invitations, gifts, and communications.
• Support branding consistency across communications and event materials.

Qualifications

The ideal candidate will possess:

• Must reside in Palm Beach County with easy access to Hobe Sound and Jupiter, FL.
• Must be able to pass a level 2 background check.
• Must have reliable transportation and a clean driving record.
• Must be able to perform work in person up to 75% of the time. Must be available outside of normal business hours for emails, calls, texts, and events.
• Bachelor's degree in any of the following Marketing, Business Administration, Public Relations or a related field.
• Minimum of 5–7 years of experience in Marketing, Executive Assistant, or other executive-level support role, or a related professional role.
• Exceptional organizational and project management skills.
• Outstanding written and verbal communication abilities with strong proofreading and editing skills.
• Advanced technology proficiency, including Microsoft Office Suite (Excel, PowerPoint, & Word), Google Workspace (Google Sheets and Google Slides), and digital collaboration tools (Asana).
• Graphic design experience (Canva, Adobe Creative Suite, or similar platforms required).
• High attention to detail and accuracy.
• Ability to anticipate needs and think several steps ahead.
• Excellent time management with the ability to manage multiple priorities simultaneously.
• Sound judgment and strong problem-solving skills.
• A high level of discretion and professionalism when handling confidential information.
• Flexibility and availability to support executive communications outside traditional business hours when necessary.
• Comfortable lifting 25 lbs and moving around in a fast paced environment

Personal Attributes

We are looking for someone who is:

• Honest and trustworthy
• Highly motivated
• Self-directed and proactive
• Hardworking and dependable
• Flexible and adaptable
• Professional with an outgoing, positive attitude
• Resourceful and solutions-oriented
• Committed to excellence in every detail
• Able to maintain complete confidentiality while representing the CEO with professionalism and integrity