Executive Assistant to CEO/COO Position Available In Sarasota, Florida

Executive Assistant to

CEO/COO 4.6 4.6

out of 5 stars Sarasota, FL 34235 GENERAL

STATEMENT OF DUTIES

: The Assistant to the CFO/COO provides essential administrative and operational support to the Chief Financial Officer/Chief Operating Officer and the broader administrative leadership team. This role ensures the smooth day-to-day functioning of administrative departments including Facilities & Maintenance, Billing & Credentialing, Intake Coordination, Human Resources, Quality Assurance/Risk Management, and Accounting.

EDUCATION/EXPERIENCE

Bachelor’s degree in Business Administration, or related field preferred. Minimum of 5 years of experience in an administrative or executive assistant role. Experience with government funding, grants, audits, and contract compliance is highly desirable.

PRINCIPLE DUTIES

Administrative Support Provide direct administrative assistance to the CFO/COO, including calendar management, scheduling, travel coordination, and meeting preparation. Draft, edit, and format correspondence, memos, presentations, and internal documents. Maintain organized files and ensure timely follow-up on action items, requests, and deadlines. Team Coordination and Support Assist in coordinating administrative departments by supporting communication and workflow among: Facilities & Maintenance, Billing & Credentialing, Intake Coordination, Human Resources, Quality Assurance, Risk Management & Reporting, and Accounting Schedule and prepare agendas for administrative team meetings; document and track follow-up items. Act as a liaison between the CFO/COO and other internal departments or external stakeholders. Operational Support Support contract tracking, vendor coordination, and renewal deadlines in collaboration with the CFO/COO. Maintain up-to-date records of insurance certificates, licenses, and other agency documentation. Help coordinate logistics for agency-wide trainings, audits, inspections, and compliance reviews. Project and Process Assistance Assist with special projects related to administrative process improvement, compliance, or data collection. Help monitor operational timelines and ensure adherence to internal protocols and external requirements. Prepare reports and presentations as needed by the CFO/COO for internal leadership, funders, or partners.

PERFORMANCE REQUIREMENTS/KNOWLEDGE/SKILLS/ABILITIES

Excellent organizational and time-management skills. Strong written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); ability to learn and utilize new programs Ability to handle confidential information with discretion. Detail-oriented with strong analytical and problem-solving skills. Knowledge of nonprofit management and operations. Willingness to carry out the mission of The Florida Center Ability to work with culturally diverse populations in a courteous and professional manner Demonstrate problem solving skills and sound judgment Positive and professional attitude, behavior and appearance Adhere to agency policies and procedures Maintain confidentiality according to established policies and procedures Highly organized and ability to multitask and prioritize projects to meet deadlines Ability to complete assignments in compliance with quality standards Adhere to Child Abuse & Neglect Reporting Requirements Ability to work independently and in partnership with team members and community Adhere to drug free workplace policy Ability to adapt to an ever-changing environment Ability to set appropriate limits and boundaries with co-workers, board members and general public

TYPICAL WORKING CONDITIONS

Office environment

TYPICAL PHYSICAL DEMANDS

The overall nature of the position is sedentary requiring being seated for long periods of time; use of office equipment and computers; and lifting of supplies and materials. Requires full range of motion, including manual and finger dexterity and hand and eye coordination. Requires corrected vision, speech, and hearing to normal range, or special accommodations made of sufficient nature for completion of assigned tasks.

Job Type:

Full-time Pay:

$45,000.00 – $60,000.00 per year

Benefits:

Dental insurance Employee assistance program Health insurance Life insurance Paid time off Vision insurance

Schedule:

Monday to Friday Ability to

Commute:

Sarasota, FL 34235 (Required) Ability to

Relocate:

Sarasota, FL 34235: Relocate before starting work (Required)

Work Location:

In person