Senior Executive Assistant

St Vincent De Paul Cares•St. Petersburg, FL

46d•$70,000 - $80,000•Onsite

About The Position

The Executive Administrative Assistant will offer all administrative tasks handling to both the Chief Executive Officer (CEO) and Chief of Staff (CoS). This individual will aid with quality assurance reporting and writing of the Special Works Board minutes. Include executive support in a one-on-one working relationship serving as the primary point of contact for internal and external constituencies on matters pertaining to the District Office. This individual will also serve as a liaison to the Special Works Board and Senior Management teams, he/she will be in a highly visible role and utilized as the “right hand” of both the CEO and CoS. Responsible for coordination of quality improvement activities and assist with achieving and maintaining compliance with standards required for accreditation.

Requirements

Able to speak, write and understand English
Possess basic computer skills
Must be sensitive to and respect cultural diversity amongst clients, staff and volunteers and able to work with diverse racial, ethnic and economic groups
Flexible work schedule including evenings, nights, weekends and holidays
Ability to set appropriate limits, work under deadlines and multi-task
Ability to organize, prioritize, self-motivate, and deliver results
Excellent communication and listening skills
Possess strong work ethics
Successfully pass Law Enforcement background screening
Valid Florida driver’s license if driving an agency vehicle or a personal vehicle for company business
Must have reliable transportation
Participate in Agency Performance Quality Improvement (PQI) program and Accreditation/Reaccreditation process
Mission-driven attitude supplemented with integrity and passion
Adherence to the highest ethical standards, personally and professionally
A high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performance
Evidence of deep alignment with the St. Vincent de Paul CARES Mission and Values
Assist in coordinating the agenda of senior management team meetings
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Emotional maturity
Highly resourceful team-player, with the ability to be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Bachelor's degree, or equivalent work-related experience may substitute for education
Strong work tenure: five to 10 years of experience in an Executive Assistant to a CEO role; preferably in a non-profit organization
Experience and interest in internal and external communications and partnership development
Experience in managing entry-level staff
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat

Responsibilities

Complete Board minutes
Communicate with Board members, staff, and others, on matters related to all programmatic initiatives
Schedule all Board meetings, Committee meetings and all other meetings needed by the CEO
Provide scheduling assistance to the CEO
Provide leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO and CoS; some of which may have an organizational impact
Maintains discretion and confidentiality in relationships with all matters pertaining to the District Office
Assist the CEO and CoS with various administrative tasks
Manage administrative assistant staff to accomplish corporate administrative tasks
Manage receptionist staff to perform call screening, reception, and other administrative tasks
Manage and coordinate corporate mail sorting and distribution
In coordination with the Development Team mange the gift entry tasks within the department
Facilitate and staff Performance Quality Improvement meetings
Develop, generate and compile reports
Prepare documents, spreadsheets and database as necessary for reporting purposes
Prepare internal and external statistical reports required by funders and/or staff
Prepare and edit correspondence, reports and presentations
Provide quality customer service, both internal and external
Manage projects and conduct various research
Organize and maintain files and records
Assist in making travel preparations and arrangements
Review, analyze and produce report with recommendations
Assists CoS in reviewing policies and forms for presentation to the Governing Body and both the Management and Executive Teams
Maintain Special Works Board listings, administrative documentation and other products required by the CEO
Back-up to receptionist for breaks and PTO
Submit renewal applications for licenses, permits, corporation filings, fictitious name filings and corporate tax exemption renewals
Prepare CoS expense report monthly
Code and prepare invoices for Finance Department
Comply with all applicable training requirements
Comply with all company safety, personnel and operational policies and procedures
Comply with work schedule to ensure effective operations of Agency programs
Contributes positively as a member of a productive and cooperative team
Performs other duties as necessary to fulfill the St. Vincent de Paul CARES Mission