Executive Administrative Assistant

Suncoast Center•Saint Petersburg, FL

19d

About The Position

Suncoast Center, a leader in quality behavioral health services, is seeking a compassionate and dedicated Executive Administrative Assistant to join our team of caring professionals. Suncoast Center offers a variety of programs such as intensive community based mental health, forensic programs, office-based mental health and substance use care, as well as programs designed to assist children and their families in an effort to capture the needs of the entire community. Suncoast Center has devoted over 75 years to ensuring the community has access to mental health services and support to individuals in need.

Requirements

Bachelor’s degree in Business Administration or related field required.
Minimum of four years of communication experience in a professional services organization.
Strategic vision combined with the ability to execute using a hands-on approach.
Excellent written and oral communications skills.
Proven organizational and project management skills.
Strong customer service orientation and the ability to build quality relationships.
Proven design, branding, and content management skills for social media, web design and messaging management.
Experience in public speaking, copywriting and editing, required.
At least four years in an executive secretarial level position or equivalent interaction with senior management.
Ability to handle sensitive material concerning organization and the executive’s role with the organization.
Demonstrated ability to multi-task, advanced knowledge of Microsoft Office and other related software applications, good spelling and grammar skills.
Ability to meet designated deadlines.
Must have a valid Florida driver’s license and a driving record that is acceptable to Suncoast Center along with valid FL vehicle registration and insurance that is maintained throughout employment with Suncoast Center.
Must be able to complete a level II background screening and local county screenings with acceptable results prior to hire and throughout employment and pre-employment drug test in compliance with Florida Law of a drug free workplace 24 hours post offer/acceptance and throughout employment.
Must be at least 21 years of age.
Must be able to provide official transcripts directly to Suncoast Center from the college.
Advanced knowledge of Microsoft Office Suite, Adobe and other software packages, calculator, mail machine, copier, Good computer skills with Microsoft software; proposal software, donor management databases and software.
Content creation software such as Canva, Adobe creative cloud products and mail chimp, or similar.
Experience with social media platforms.
Ability to design/create graphs, diagrams, and flow charts to communicate concepts through appropriate computer software products.

Responsibilities

Support internal and external communications related to outreach, mail/email campaigns and securing meetings
Create, maintain and execute calendars for Executive Level employees to include promotion of Agency’s activities, fundraising events, and internal and external meeting supports.
Support data-driven communication analytics.
Social Committee Events, Human Resource Related events, New Employee Orientation events
Execution and management of a wide variety of initiatives that align with Suncoast Center's
Event support and Event Coordination: Works closely with the executive team to establish and provide supports to internal and external events community-facing events that are designed for raising awareness and fundraising.
Co-lead on the development and execution of select events agency events.
Event Coordination: Works closely with the executive team and the communications department to establish and provide community facing events that are designed for raising awareness and fundraising.
Works closely with the Chief Compliance Officer for preparation for site visit and monitoring preparation.
Maintain Planning and Tracking calendar for:
Current funding renewal requirements and application cycles.
Known funding entities and their annual granting processes & cycles.
Maintain list of agency funding priority and needs, seeking match to need and funding opportunities.
Track and report on all grant submissions and awards each month.
Project Management of ongoing funding applications
Including coordination with contracts manager regarding renewal application requirements; outlining and coordination of responsible parties submission for applications; editing for internal consistency among documents and that all proposals are clear, concise, and follow the application submission guidelines; coordinating internal review, edits and pre-submission scoring.
Timely submission of full grants applications for ongoing funding and renewals.
Manages the CEO’s calendars and schedules appointments.
Prepares agendas, notices, minutes and resolutions for corporate meetings.
Performs complex and confidential administrative functions, including developing typed and written correspondence. Responds to routine external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents.
Provides administrative support for CEO, Executive and Management Team, Board of Trustees.
Type and distribute plans and other communications to staff and managers.
Creates and maintains databases and spreadsheet files.
Prepares the CEO’s expense reports.
Maintains confidentiality of all corporate, personnel and research matters.
Assists with the distribution of stakeholders and community needs surveys.
Board of Director Meeting minutes, Board Packets, and support for all Board of Director communication material
Manage schedule, meeting requests, and communication for President/CEO and Executive Level Team as required/requested
Attend meeting as required/requested with President/CEO and Executive Team to take meeting meetings and provide supports
Marketing related to fundraising, as requested
Donor Tracking and Communication, as requested
Grant management support
Agency outreach as requested
Social Media Supports as requested
Internal and External Mail Supports for agency
Other duties as assigned