Executive Assistant to Executive VP

Lakeland, Florida

This Executive Assistant will provide a broad range of high-level, support services for the Executive Vice President and the Operations Department. This position requires a high level of emotional intelligence and the capability to manage sensitive and/or confidential information with careful discretion. The Executive Assistant will maintain a calm demeanor, a high level of customer service, and the ability to make sound judgments while working in a fast-paced environment.

This Executive Assistant will possess strong written and verbal communication skills, the ability to consistently re-assess priorities, and strong organizational and administrative skills. This person will enjoy working behind the scenes on administrative tasks to ensure a smooth-running office but also the challenge of taking on new projects and priorities at a moment’s notice. They will demonstrate a high level of initiative on various tasks and propose solutions to potential and real challenges.

Some Essential Duties and Functions are:

  • Complete a wide variety of administrative tasks for the Executive Vice President (EVP) and the Operations Department, including managing complex calendars, ensuring the schedule is organized efficiently, prioritizing the most important items, and resolving conflicts in advance:
      • Manage the planning, coordination, and execution of business travel, including trip logistics and itinerary; proactively manage schedules to build in travel and buffer time, align against key priorities, and flex as urgent issues arise
      • Provide coordination for meetings, tours, and speaking engagements along with all relevant details and ensuring staff preparation in advance
      • Work closely with the EVP and the Operations Department to ensure they are informed of upcoming commitments and responsibilities, following up appropriately
      • Ensure that the administrative tasks of the EVP and the Operations Department and assigned reporting (expense reports, donor data entry, ) are accomplished in a timely and accurate manner
  • Research, prioritize, and follow up on incoming issues and concerns addressed to the EVP, including those of a sensitive or confidential nature, determining appropriate course of action, referral, or response
  • Develop Excel spreadsheets, reports, data visualization, and PowerPoint presentations for the EVP and special projects
  • Track, analyze, and report data from all One More Child programs as directed by the EVP
  • Work cross-departmentally to assist with CRM reporting
  • Compose, prepare, and edit correspondence, presentations, or other written documents
  • Provide research on assigned topics
  • Interface directly with other leadership staff and their support teams; efficiently direct staff to the appropriate department when needs arise
  • Effectively communicate with donors, churches, community partners, and others in a timely manner to enhance engagement with OMC
  • Purchase and maintain inventory of supplies/office equipment
  • Manage assigned projects or participate with relevant teams on assigned projects
  • Coordinate and manage systems to organize and maintain records/files for the EVP
  • Handle confidential, sensitive information with discretion
  • Perform such other duties as may be assigned by anyone in the EVP

 

Education and Experience Requirements

  • Bachelor’s degree preferred.
  • Relevant experience in administrative work/project management
  • Proficient in Microsoft Office Products, especially Excel, and ability to utilize new software such as project management and donor databases

Employee Benefits:

  • $1000 sign-on bonus ($250 upon completion of new hire Relias Trainings, $250 upon successful completion of probation period, $500 at 1 year anniversary)
  • 403b
  • Insurance (Dental, Medical and Vision)
  • Paid Days Off
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