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    Executive Admin Assistant - Gainesville, United States - Episcopal Children's Services

    Episcopal Children's Services
    Episcopal Children's Services Gainesville, United States

    5 days ago

    Default job background
    Description
    GENERAL DESCRIPTION:

    The Executive Administrative Assistant is responsible for performing administrative and support duties for the Senior Executive Assistant and Chief Executive Officer (CEO). Responsibilities may include screening calls, managing calendars, coordinating meetings, and making event arrangements, preparing reports, compiling financial data, and providing the highest level of customer service and employee engagement.

    MAJOR RESPONSIBILITIES:
    • Calendar Management: Coordinate through the Senior Executive Assistant to manage the CEO's schedule, including scheduling meetings, appointments, and travel arrangements.
    • Communication: Serve as a point of contact between the CEO and internal/external stakeholders, screening and directing emails, calls, and inquiries, while communicating and coordinating with the Senior Executive Assistant.
    • Meeting Coordination: Prepare agendas, arrange catering (deliver or pickup), take meeting minutes, and follow up on action items from meetings attended by the CEO.
    • Correspondence: Prepare correspondence, internal memos, reports, emails and submit to the Sr Executive Assistant for review prior to sending.
    • Document Management: Organize and maintain financial reports, presentations, and other documents, ensuring accuracy and confidentiality.
    • Travel Arrangements: Arrange travel logistics, including flights, accommodations, and transportation, for business trips attended by the CEO.
    • Expense Management: Process expense reports, track reimbursements, and maintain records of financial transactions.
    • Project Support: Assist the CEO and Senior Executive Assistant in various projects, research assignments, and presentations as needed.
    • Office Management: Oversee office coordination for Gainesville administrative office including supplies, equipment, and facilities to ensure a well-functioning and organized work environment. Assist as needed in Jacksonville as the CEO's schedule and meetings dictate.
    • Board and Committee Support: Coordinate logistics for board meetings, including scheduling, agenda preparation, distribution of materials, arrange catering (deliver or pickup), meeting setup and cleanup. Assist with follow-up tasks and communications related to board matters.
    • Confidentiality: Handle sensitive information with discretion and always maintain confidentiality.
    • Travel: Some travel between locations will be required approximately up to 25% of time.
    (These job functions are not to be construed as a complete statement of duties. Employees will be required to perform other related duties as required.)

    Requirements

    QUALIFICATIONS:

    Bachelor's degree in business administration, communications, or related field preferred.

    Proven experience as an executive assistant or similar role, supporting senior executives or C-suite members.

    Commitment to ongoing professional development.

    SKILLS, KNOWLEDGE, AND ABILITIES:
    • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
    • Excellent communication skills, both written and verbal, with a professional demeanor and the ability to interact effectively with internal and external stakeholders.
    • Strong organizational skills with the ability to prioritize tasks, meet deadlines, and adapt to changing priorities in a fast-paced environment.
    • Ability to work independently, handle multiple responsibilities, and adapt to changing priorities.
    • Discretion and integrity in handling confidential information and sensitive matters.
    • Proactive attitude, resourcefulness, and the ability to anticipate needs and take initiative.
    CERTIFICATIONS:
    • Valid Driver's License
    • Certificates of acknowledgement required: Conflict of Interest, Code of Ethics, Confidentiality agreements, IT Systems and Security, Anti-Fraud, HR Employee Acknowledgement Form.
    • Applicants must successfully pass a drug screen and background check as a condition of employment.
    Salary Description

    50,000-60,000
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