Executive Assistant

Job Description

Job Description

About Ronald McDonald House Charities® of Central Florida 

Ronald McDonald House Charities® of Central Florida finds, creates, and supports programs that directly improve the health and well-being of children and families. There are three Ronald McDonald Houses in Orlando– one on the campus of Orlando Health Arnold Palmer Hospital for Children and Winnie Palmer Hospital for Women & Babies, one on the campus of AdventHealth for Children, and one on the campus of Nemours Children’s Health.

Job Title: Executive Assistant 

Department: Administrative 

Reports To: Chief Executive Officer 

FLSA Status: Exempt 

This job description in no way states or implies that these are the only duties to be performed by the Team Member occupying this position. Team Members may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification following applicable state and federal laws. 

Summary 

The Executive Assistant follows the mission, goals, and objectives of Ronald McDonald House Charities® of Central Florida, Inc., to help ensure the integrity and credibility of the organization. 

The ideal candidate will be highly experienced in providing proactive, high-level support to multiple executives simultaneously, balancing competing priorities with discretion and sound judgment. This role requires an individual who can anticipate the needs of the C-Suite and streamline executive operations. This role requires an individual who is exceptionally organized while supporting a small executive team and overseeing a high volume of initiatives, projects, and programs. 

Other requirements include the ability to interact with staff and external stakeholders (at all levels) in a fast-paced environment, often under pressure, while remaining flexible, proactive, resourceful, and efficient, with a high level of accuracy. Professionalism and confidentiality are crucial to this role. Advanced written and verbal communication skills, sound decision-making, strategic problem-solving abilities, and exceptional attention to detail are critical to success. 

Essential Job Functions 

Maintains unwavering confidentiality in every aspect of the position. 

Understand when independent decisions may be made and when they need to be elevated. 

Continuously researches, recommends, and implements process and automation improvements.

Project Management: Assist in managing projects by tracking progress, coordinating team efforts, and ensuring timely completion of deliverables. 

Provide comprehensive executive-level administrative and operational support to the Chief Executive Officer and all C-Suite executives, including complex calendar management, prioritization of commitments, correspondence preparation and response, proofreading, and document review. 

Serve as a central coordination point across the C-Suite, ensuring alignment of schedules, priorities, communications, and workflows to support executive effectiveness. 

Manage and reconcile competing executive priorities, proactively resolving scheduling conflicts, resource constraints, and time-sensitive issues. 

Assist the President/CEO and C-Suite members with the preparation of executive-level presentations, reports, board materials, and briefing documents. 

Coordinate C-Suite, board, and leadership meetings, including agenda development, venue scheduling, setup, logistics, accurate note-taking, transcription, and follow-up on action items. 

Work closely with the President/CEO and executive leaders to coordinate and fulfill high-level communications, including hard copy and digital correspondence and mailings to donors, board members, partners, and prospective contacts. 

Arrange complex travel schedules and reservations for executive management, including itineraries and contingency planning. 

Support development, marketing, and fundraising initiatives, including fundraising events, third-party partnership projects, and preparation of related materials. 

Provide administrative and operational support for cross-functional initiatives and special projects, ensuring timely execution and effective coordination. 

Assist Operations and Volunteer staff as needed, serving as a senior administrative resource across the organization. 

Perform finance-related administrative functions, including maintaining organized payable records; scanning invoices for weekly payables runs; coordinating check signing, filing, and documentation. 

Assists in opening mail (with another staff person-dual control), maintain check log, copying checks & back-up and restrictively endorsing checks.

Assist with RADAR reporting through RMHC Global, ensuring accuracy and timeliness. 

Conduct general office and administrative tasks, including mail distribution, scanning, copying, compiling, and filing, as required to support executive operations. 

Prepare, maintain, and enhance executive tools, reports, and spreadsheets (e.g., Excel) used by organizational leadership. 

Identify, troubleshoot, and resolve administrative or operational issues independently whenever possible. 

Exercise sound judgment and discretion to determine when independent decisions may be made and when matters require escalation to executive leadership. 

Maintain absolute confidentiality and professionalism in all aspects of the role. 

Ancillary Job Functions  

The Executive Assistant may be asked to perform varying reporting and cash-handling tasks in support of the Finance Department.

May occasionally be asked to support fundraising events at off-site locations. 

Education and Experience – An equivalent combination of education, training, and experience will be considered. 

2+ years of experience supporting multiple senior executives or C-Suite leaders simultaneously 

Proven ability to manage competing priorities across executive functions 

Advanced proficiency in executive communication, scheduling, and coordination 

Demonstrated experience operating as a trusted partner to executive leadership teams 

Knowledge of databases and their capabilities

Possess strong office skills and knowledge of general office equipment 

Excellent calendar management skills 

Strong proficiency of MS Office, including Word, Excel, PowerPoint, and Outlook

Experience with assisting management with the creation of PowerPoint presentations

Experience with scheduling travel arrangements for management

Experience with administrative writing 

2-4 years prior business-related experience is required

Knowledge, Skills, and Abilities may be representative, but not all-inclusive of those commonly associated with this position. 

Proactive problem solver who works collaboratively with others to support a positive and productive work environment.

Extremely detail-oriented and strives for accuracy. 

Ability to analyze and organize information. 

Enjoys independent data entry and report creation 

Microsoft Office suite and Outlook proficiency, with above average skill set in Excel. Ability to learn virtual platforms such as Zoom and Microsoft Teams within 90 days of hire. Is astute in learning, using, and recommending new technologies.

A multi-tasker and able to re-prioritize work daily 

Self-starter who can work independently with minimal supervision 

Strong professional judgment 

Excellent verbal and written communication skills 

Supply management and inventory control. 

Can effectively work with all organizational levels 

Can be counted upon to be honest, trustworthy, and uphold the highest levels of confidentiality 

Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job. 

Exposed to moderate noise levels. 

Frequent interruptions, ability to multitask key.

Regular and predictable attendance is required.

Must be available to work irregular hours, shifts, weekends, and holidays as needed 

Physical Abilities that are commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Light sedentary office work. Frequently required to sit 

Must be willing and able to travel between necessary locations using a personal vehicle or alternative

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel; talk or hear.

Must be physically capable of carrying 35 lbs. 

Reasonable accommodations will be made for individuals and disabilities. 

0% - 24%

25% - 49%

50% - 74%

75% - 100%

Sitting: Will remain in a seated position.

X

Dexterity: Will perform repetitive tasks including keyboarding, handwriting, and equipment operation.

X

Standing/Walking: Will move about from one area of the workplace to another.

X

Climbing/Stooping/Reaching: Will bend, twist, squat, stoop, kneel, crouch, and reach at or above shoulder level.

X

Lifting: Will to lift and carry objects up to 25 lbs.

X

Pulling/Pushing: Will transport loads of up to 40 lbs.

X