Executive Assistant

Idea Recruitment•Jacksonville, FL

About The Position

Idea Recruitment is searching for an Executive Assistant to support the President/CEO of a local nonprofit. Reporting directly to the President/CEO, the role provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external stakeholders on matters pertaining to the Office of the President/CEO. The Executive Assistant acts as a liaison to the Board of Directors, senior leadership team, and external partners, and coordinates special projects and organizational initiatives. The position calls for a resourceful, proactive professional who can thrive in a mission-driven, result-oriented, community-focused environment. Success requires sound judgment, exceptional written and verbal communication, strong administrative and organizational abilities, and the capacity to manage multiple priorities with attention to detail. The Executive Assistant must work independently, manage projects from conception through completion, perform effectively under pressure, and handle a broad range of responsibilities with professionalism, discretion, and confidentiality. A thorough understanding of the organization's programs, services, mission, and values is essential.

Requirements

Exceptional written and verbal communication skills.
Strong administrative and organizational abilities, with attention to detail.
Sound judgment and the ability to manage multiple priorities.
Ability to work independently and manage projects from conception through completion.
Ability to perform effectively under pressure and handle a broad range of responsibilities.
Professionalism, discretion, and confidentiality.
Thorough understanding of the organization's programs, services, mission, and values.
Resourcefulness and proactivity, with the ability to work in a mission-driven, result-oriented, community-focused environment.

Responsibilities

Manage the President/CEO’s active calendar, appointments, travel arrangements, itineraries, agendas, and travel-related meeting documents; complete expense reports and prepare correspondence, including confidential correspondence.
Maintain the organization's contract management system by tracking key dates, renewals, reporting requirements, deliverables, responsible staff, and follow-up, and support the organization and maintenance of contract records across LSS.
Support the creation and ongoing maintenance of the LSS intranet, including setup, organization, content updates, and keeping staff resources and documents current and accessible.
Plan and coordinate the President/CEO’s schedule, ensure it is followed and respected, and provide a gatekeeper/gateway function to enable appropriate access to the President/CEO’s time.
Communicate directly, and on behalf of the President/CEO, with Board members, donors, and others regarding organizational programmatic initiatives.
Research, prioritize, and follow up on issues and concerns addressed to the President/CEO, including sensitive or confidential matters; determine appropriate action, referral, or response.
Facilitate communication between the President/CEO’s office and internal departments, building credibility, trust, and support with senior management.
Keep the President/CEO informed of upcoming commitments and responsibilities, follow up as appropriate, and provide updates on issues in the organizational environment.
Build relationships important to the organization's success and manage special projects, some with organization-wide impact.
Draft acknowledgement letters, personal correspondence, and other deliverables that support the President/CEO’s leadership.
Prioritize conflicting needs, handle matters promptly and proactively, and follow projects through to completion, often under deadline pressure.
Maintain the organization's physical and electronic Master Calendar and company contact information in Outlook.
Support the Development Team with special events, donor tracking, and related functions.
Support the Director of Human Resources with designated special projects.