Executive Assistant Position Available In Pinellas, Florida
Tallo's Job Summary: The Executive Assistant position at SPFC in Saint Petersburg, FL, requires providing administrative support to the Executive Team and coordinating board meetings. The role involves managing meeting logistics, preparing meeting materials, and supporting executive team needs. Candidates must have strong communication skills, attention to detail, and proficiency in Microsoft Office. A high school diploma and 3+ years of administrative experience are required. The position also entails sitting at a desk for prolonged periods and occasional lifting up to 15 pounds.
Job Description
Executive Assistant 4.3 4.3 out of 5 stars 863 3rd Ave N, Saint Petersburg, FL 33701
Description:
Reporting to the CEO, the Administrative Assistant provides administrative support for the Executive Team and across departments. SPFC requires that all newly hired employees be vaccinated against
COVID-19.
If a potential candidate has a medical or religious exemption to receiving a vaccine, your work conditions may require adjustment. SPFC will make reasonable accommodations under Federal and State laws as needed. Schedule 40 Hours Per Week Monday-Friday 8:30am-5:00pm Ability to work night meetings once a quarter in accordance with department needs. Supervisory Responsibilities None Position Responsibilities Board Liaison Duties (under direction of CEO) Coordinate and schedule Board and Committee meetings, schedule meetings involving Board and Committee members and members of SPFC executive and leadership teams, and manage all meeting logistics (including refreshments, set-up, clean-up etc.) Assemble Board and Committee meeting materials Capture, transcribe, and prepare meeting minutes for review and approval Support Board and Committee communications at direction of CEO Ensure all administrative components of Board information systems, including rosters, Board Binder, filing systems, etc. are current and accurate Executive Team Support Respond to CEO requests (meeting scheduling, admin support, meeting coordination, etc.) Coordinate and schedule meetings for CEO, COO and CFO on request for meetings requiring the alignment of multiple peoples’ schedules Coordinate and schedule other organization-wide and team meetings (e.g., all staff) at the request of executive team members, including registering team members and their staff for conferences, events, and other engagements Provide set-up for meetings, including securing locations, securing and setting up refreshments, coordinating IT needs, managing clean-up, etc. Answer CEO and COO phone extensions, take messages, and/or otherwise manage calls appropriately Support executive team administrative needs including preparation of purchase orders, scanning, filing, and coordinating contracts execution (signatures, submission, etc.) General Administrative Support Support the implementation and use of technology to further organizational needs Maintain onsite availability during business hours to support administrative building entry needs (guests, vendors, volunteers, etc.); welcome and route guests appropriately Deliver outgoing mail from Skyway to downtown location and bring mail back to Skyway daily Maintain general contracts filing systems and support the administrative needs for the review, establishment, and/or renewal of vendor contracts (e.g., vendor follow-up and coordination, contracts execution, contract filing, contract retrieval, etc.) Review, develop, and maintain filing systems for organizational information (including archival Board information, development files, CEO office files, etc.) Ensure basic supplies at administrative building remain stocked, including office supplies, coffee bar supplies, and supplies for bathrooms. Support supply orders agency-wide at the request of executive team and directors. Other tasks as requested by CEO and executive team members Agency-wide Responsibilities Maintain documentation and records in compliance with policies and procedures Maintain confidentiality Support St. Pete Free Clinic’s commitment to diversity and inclusion Adhere to agency policies and procedures and all Federal and State regulations and local ordinances
Requirements:
Required Skills & Abilities Professional, respectful communication with all regardless of perceived status in organization or outside of organization Strong attention to detail and capability to organize and manage competing priorities Strong judgment and discernment; unwavering commitment to confidentiality Strong written and verbal communication skills Capability to prioritize inter-and cross-departmental collaboration Proficient in Microsoft Office Suite and related software Capability to use a broad range of technology Commitment to and modeling of St. Pete Free Clinic values Education & Experience High school diploma, GED, or equivalent required 3 or more years of administrative support experience Physical Requirements Prolonged periods of sitting at a desk and working on a computer Must be able to lift up to 15 pounds at times SPFC is a Drug and Alcohol-Free Workplace.
