Executive Administrative Assistant
About The Position
The Executive Administrative Assistant provides high-level, confidential administrative and executive support to the Chief Executive Officer (CEO) and Chief Financial Officer (CFO) of the Early Learning Coalition of Hillsborough County. As a key administrative partner within the Executive Office, this position coordinates executive schedules, meetings, communications, travel, documentation, expenses, special projects, and other administrative functions that enable the CEO and CFO to lead the organization. The position reports directly to the CEO and CFO. The role operates in a general office setting and routinely involves standard office equipment. It includes frequent in-person and remote interaction with staff, vendors, and the public. Flexibility to work outside normal working hours is required. The employee must be able to sit for prolonged periods and lift and move up to 25 pounds, occasionally lifting and moving up to 50 pounds.
Requirements
- Bachelor’s degree from an accredited institution.
- At least 3 years of experience in an administrative role; preferably supporting a senior executive.
- Knowledge of Roberts Rules of Order and Sunshine Law.
- Ability to exemplify the organization’s Core Values of Integrity, Equity, Accountability, Collaboration, Innovation, Transparency, Consistency, and Benevolence.
- Ability to maintain a high level of confidentiality and discretion.
- Professional, detail-oriented approach and polished communication and interpersonal skills.
- Knowledge of Best-in-Class Customer Service Skills.
- Ability to communicate effectively with diverse populations.
- Ability to navigate challenging situations and provide solutions.
- Excellent time and project management skills and a proven ability to meet deadlines.
- Ability to work collaboratively with all team members.
- Technical proficiency with Microsoft Office (Word, Excel, and PowerPoint) and Outlook.
- Successful completion of the level 2 background screening standards set forth in s. 435.04, F.S.
- Valid Florida driver’s license and ability to drive a passenger vehicle.
Responsibilities
- Manage and coordinate the CEO’s and CFO’s daily calendars, including meetings, appointments, internal engagements, external commitments, and travel.
- Assist the CEO and CFO in evaluating and prioritizing competing demands to use executive time effectively.
- Coordinate meetings involving internal and external stakeholders and ensure appropriate preparation, materials, technology, and follow-up.
- Monitor executive commitments, deadlines, action items, and follow-up activities; provide reminders and status updates.
- Prepare, proofread, format, and distribute correspondence, reports, presentations, briefing materials, memoranda, agendas, and other executive documents.
- Review, organize, and route incoming correspondence and communications while protecting confidential information.
- Draft routine correspondence and communications on behalf of the CEO and CFO as directed.
- Serve as a professional point of contact for people and organizations seeking access to or communication with the CEO or CFO.
- Anticipate administrative needs and proactively address issues before they interfere with executive priorities.
- Maintain organized electronic and physical records for the Executive Office.
- Coordinate executive office supplies, equipment, subscriptions, registrations, and other administrative needs.
- Work on special projects as assigned.
- Assist Resource Development & Community Relations with fulfilling Public Records requests.
- Perform other duties as assigned.
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What This Job Offers
Job Type
Full-time
Career Level
Senior
