Executive Assistant

Lakeland, FL

This Executive Assistant will provide a broad range of high-level, support services for the Senior Vice President, Vice President of Strategic Partnerships, Vice President of Strategic Communications, the Executive Director of Development, and the Executive Director of Initiatives. 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.

Essential Duties & Functions

  • Complete a wide variety of administrative tasks for his/her direct reports and the External Partnerships 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 flexible 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 direct reports to ensure they are informed of upcoming commitments and responsibilities, following up appropriately
    • Ensure that the direct report’s administrative tasks 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 direct reports, 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 and special projects
  • Track, analyze, and report data from all One More Child as directed
  • Work cross-departmentally to assist with CRM reporting
  • Compose, prepare, and edit correspondence, presentations, or other written documents
  • Take, compile and distribute minutes of meetings as requested
  • 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 for direct reports
  • Manage assigned projects or participate with relevant teams on assigned projects
  • Coordinate and manage systems to organize and maintain records/files
  • Handle confidential, sensitive information with discretion
  • Perform such other duties as may be assigned

Minimum Qualifications

  • Bachelor’s degree required
  • 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. Experience working with Canva is preferred.

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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