Executive Assistant
- Location
- Orlando, Florida
- Salary
- Salary plus great benefits
- Posted
- Mar 21, 2022
- Closes
- May 20, 2022
- Industry
- Non-Profit
- Category
- Administrative, Clerical
- Contract Type
- Permanent
- Hours
- Full Time
- Career Level
- Experienced (Non-Manager)
Do you have the desire and interest to work in a large non-profit organization committed to addressing hunger and food insecurity in Central Florida? Do you have truly exceptional administrative skills and proven ability to support top level leadership? Can you communicate effectively, appropriately and with great discretion and confidentiality with people at all levels of the organization and community? If so, then you may be a great fit for the Executive Assistant role supporting our President/CEO!
This is a full time position located in Orlando, supporting our Administration Department. We offer a competitive salary, medical benefits, dental and vision benefits options, paid personal time off, sick time, paid holidays, retirement plan options, free employee parking and a wonderful supportive team environment!
About Second Harvest
If you don’t know about The Second Harvest Food Bank of Central Florida, let us start by saying this is a BIG operation! We are a private, nonprofit organization that collects, stores and distributes donated food to more than 550 feeding partners in six Central Florida counties: Brevard, Lake, Orange, Osceola, Seminole and Volusia. Last year, with the help of numerous donors, volunteers and a caring, committed community, the food bank distributed nearly 58 million meals to partner programs such as food pantries, soup kitchens, women’s shelters, senior centers, day care centers and Kids Cafes
.
In addition to getting food to those in our community who need it, Second Harvest transforms dozens of lives directly every year through several innovative programs. Economically-challenged adults who graduate from our 16-week culinary training program are placed in ‘better than minimum wage”’ jobs that set them and their families on a path to self-sustainability. We provide assistance to connect people who are eligible to receive SNAP food assistance benefits with the resources they need to access the program and get help. We collaborate with many social service agencies to address the broad spectrum of needs facing many members of our community.
Department Overview
The Administration Department of Second Harvest Food Bank of Central Florida is comprised of areas that support all the aspects of the food bank on a day to day basis. These areas include Finance, Human Resources, and Executive Support team.
Work Hours
Monday-Friday: 7:30AM – 4:00PM; 3 days in the office, 2 days from home
Job Summary
The Executive Assistant to the President/CEO is responsible for managing all aspects of the CEO’s office and maintaining organized records, calendars, event and meeting plans and other details. This position represents the organization and the President/CEO in all interactions and communications and must have an extremely sensitive level of discretion and judgement. This position creates correspondence and information for publication and distribution and must have exceptional written communication skills and proofreading ability. This position works collaboratively with all Senior Leadership and Board members and must proactively handle matters and communication and respond proactively when needed.
Job Responsibilities
- Provide administrative support to the President/CEO in a professional manner maintaining organizational confidentiality.
- Coordinate and monitor the schedule of the President/CEO, setting appointments and briefing the President/CEO each day.
- Coordinate all travel arrangements for President/CEO including purchasing airline tickets, hotel reservations; create and maintain the schedule for all trips including meetings, logistics and events.
- Prepare expense reports for the President/CEO.
- Compose, prepare and proofread correspondence and other communications for the President/CEO; responsible for the quality of all documents leaving the Executive Office.
- Prioritize the signing of documents and checks.
- Cooperate and work collaboratively with all departments and all levels of internal management and staff, providing emergency support as needed using excellent interpersonal skills and good judgment.
- Act as contact/liaison person for the Board. Manage the information generated for and by the Board. Specific tasks include, but are not limited to:
- Coordinating Board and Executive Committee meetings.
- Maintain current Board roster and spreadsheets, meeting attendance, Board demographics and Committee data.
- Take, transcribe and distribute meeting minutes.
- Send email to coordinate, remind and distribute materials for meetings, to vote on specific Board/Executive C
- Committee issues, keep Board membership informed.
- Organize and prepare materials for new Board Member Orientation Meetings
- Assist as needed with special events, limited weekend and evening hours may be required.
- Normal duties encompass but are not limited to: word processing, spreadsheet creation, arrange conference calls, handling phone calls, maintaining office files, copying and collating, scheduling, create and revise forms.
- Work closely with Community Kitchen to coordinate Food and Beverage for Executive Meetings
- Work with Community Kitchen to provide back up for meeting room functions.
- Work with development to support coverage for the front desk as needed
- Other duties as assigned by President/CEO
Disclaimer
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.
So, if you are interested and think you want to apply, but you are not sure if you are a perfect fit for these requirements, we still want to hear from you. Everybody brings a different set of skills and experience to our team and we welcome your interest in Second Harvest. Chances are, you may be just who we are looking for!
Requirements
Knowledge, Skills, Education and Experience needed for this role
- High school diploma or GED
- Minimum of 5 years of experience in the following areas:
- Experience coordinating and managing calendars, travel arrangements and meeting logistics
- Experience anticipating the needs of the President/CEO as well as the office and internal and external customers. and planning accordingly
- Ability to respond proactive in addressing processes and procedures
- High attention to detail
- Ability to effectively interact and work with different individuals at all levels of the organization and the community
- Ability to effectively and appropriately communicate verbally in person, by phone and other media
- Exceptional ability to compose correspondence and documents that appropriately reflect on the office and CEO/President
- Ability to organize office work and projects and manage time effectively
- Expert in use of Microsoft Office (Word, Excel, Powerpoint, Outlook) and proficient in other software, specifically in creating compelling reports and presentations (Canva, Prezi, etc.)
- Extensive knowledge of the Central Florida community we serve
Desired Skills and/or Certifications
- Previous experience working within a non-profit environment
- Previous experience in an Executive Assistant or similar role
- College degree in English, Communications, Office Administration or related field