Executive Assistant

RONALD MCDONALD HOUSE CHARITIES OF CENTRAL FLORIDA INC•Orlando, FL

13h•Onsite

About The Position

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. 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. 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.

Requirements

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
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

Nice To Haves

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

Responsibilities

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.
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.
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.