Executive Assistant to the President the COO Position Available In Pinellas, Florida

Executive Assistant to the President the COO Admiral Farragut Academy – 3.5

Saint Petersburg, FL Job Details Full-time Estimated:

$57.3K – $72.6K a year 4 hours ago Benefits Health savings account Health insurance Dental insurance Flexible spending account Paid time off Vision insurance 401(k) matching Life insurance Qualifications Google Suite Google Docs Software troubleshooting Executive administrative support IT support Organizational skills Senior level Communication skills Time management Full Job Description The Executive Assistant to the President and the Chief Operating Officer is responsible for providing comprehensive support to the President, Board of Directors, and all those who directly report to the President, and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. Position is expected to be performed on campus for vast majority of the year with remote work allowed only with prior approval.

PRIMARY RESPONSIBILITIES

Provide sophisticated calendar management for the President. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements. Manage professional and personal scheduling for the President, including agendas, mail, email, calls, travel arrangements, client management, and other company logistics Manage content and flow of information to senior leaders Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule rehearsals and meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters Complete a broad variety of administrative tasks that facilitate the President’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect the President’s style and organization policy. Manage and prepare conference room for all scheduled meetings, to include oversight of viewable Google calendar so all staff can see availability of room, approve or deny calendar requests, and prepare room for all appropriate meetings including ensuring the technology is functioning properly and the space is clean and organized. Work closely with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the President updated. Anticipate the President’s needs in advance of meetings, conferences, etc. Maintain open communications with the leadership team, including providing information, calendar invites, and documents as needed. Coordinate all Leadership Team meetings and assist with staff meetings and events as needed. Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the President and staff, demonstrating leadership to maintain credibility, trust, and support with all direct reports. Complete projects by assigning work to appropriate staff, including the Leadership Team, on behalf of the President. Work with the Leadership Team to coordinate the President’s outreach activities. Follow up on contacts made by the President to cultivate ongoing relationships. Provide event management support as requested. Provide hospitality to all guests and help to create a welcoming environment. Invest in building effective, long-lasting relationships both externally and internally. Any additional duties as needed and assigned

QUALIFICATIONS/EXPERIENCE OF SUCCESSFUL CANDIDATES

Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred. Expert proficiency with Google Docs, Google Sheets, and other Google products and systems; ability to design and edit graphic presentations and materials. Technical proficiency and problem-solving skills related to IT support and troubleshooting and cloud-based environments (web-based applications). Superb verbal and written communication skills. Exceptional organizational and time management skills and meticulous attention to detail. High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, and donors. Make appropriate, informed decisions regarding priorities and available time. Ability to work independently and complete a high volume of tasks and projects with little or no guidance; Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround and to switch gears at a moment’s notice. Able to maintain a high level of integrity and discretion in handling highly confidential information. Excellent judgment is essential.

Job Type:

Full-time Benefits:

401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Vision insurance

Schedule:

8 hour shift

Work Location:

In person