Senior Executive Assistant

Executive Administrative AssistantMISSION 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 minutesCommunicate with Board members, staff, and others, on matters related to all programmatic initiativesSchedule all Board meetings, Committee meetings and all other meetings needed by the CEOProvide scheduling assistance to the CEOProvide 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 impactMaintains discretion and confidentiality in relationships with all matters pertaining to the District OfficeAssist the CEO and CoS with various administrative tasksManage administrative assistant staff to accomplish corporate administrative tasksManage receptionist staff to perform call screening, reception, and other administrative tasksManage and coordinate corporate mail sorting and distributionIn coordination with the Development Team mange the gift entry tasks within the departmentFacilitate and staff Performance Quality Improvement meetingsDevelop, generate and compile reportsPrepare documents, spreadsheets and database as necessary for reporting purposesPrepare internal and external statistical reports required by funders and/or staffPrepare and edit correspondence, reports and presentationsProvide quality customer service, both internal and externalManage projects and conduct various researchOrganize and maintain files and recordsAssist in making travel preparations and arrangementsReview, analyze and produce report with recommendationsAssists CoS in reviewing policies and forms for presentation to the Governing Body and both the Management and Executive TeamsMaintain Special Works Board listings, administrative documentation and other products required by the CEOBack-up to receptionist for breaks and PTOSubmit renewal applications for licenses, permits, corporation filings, fictitious name filings and corporate tax exemption renewalsPrepare CoS expense report monthlyCode and prepare invoices for Finance DepartmentOTHER RESPONSIBILITIES:Comply with all applicable training requirementsComply with all company safety, personnel and operational policies and proceduresComply with work schedule to ensure effective operations of Agency programsContributes positively as a member of a productive and cooperative teamPerforms other duties as necessary to fulfill the St. Vincent de Paul CARES MissionREQUIRED 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 EnglishPossess basic computer skillsMust be sensitive to and respect cultural diversity amongst clients, staff and volunteers and able to work with diverse racial, ethnic and economic groupsFlexible work schedule including evenings, nights, weekends and holidaysAbility to set appropriate limits, work under deadlines and multi-taskAbility to organize, prioritize, self-motivate, and deliver resultsExcellent communication and listening skillsPossess strong work ethicsSuccessfully pass Law Enforcement background screeningValid Florida driver's license if driving an agency vehicle or a personal vehicle for company businessMust have reliable transportationParticipate in Agency Performance Quality Improvement (PQI) program and Accreditation/Reaccreditation processMission-driven attitude supplemented with integrity and passionAdherence to the highest ethical standards, personally and professionallyA high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performanceEvidence of deep alignment with the St. Vincent de Paul CARES Mission and ValuesADDITIONAL 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 meetingsStrong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detailStrong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donorsExpert level written and verbal communication skillsDemonstrated proactive approaches to problem-solving with strong decision-making capabilityEmotional maturityHighly resourceful team-player, with the ability to be extremely effective independentlyProven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and responseDemonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environmentForward looking thinker, who actively seeks opportunities and proposes solutionsEDUCATION 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 educationStrong work tenure: five to 10 years of experience in an Executive Assistant to a CEO role; preferably in a non-profit organizationExperience and interest in internal and external communications and partnership developmentExperience in managing entry-level staffProficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe AcrobatGENERAL 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