Executive Assistant

Executive Assistant 2.5 2.5 out of 5 stars Lakeland, FL 33815 Bonnet Springs Park 11 reviews

Position Purpose:

The Executive Assistant provides support primarily to the Chief Executive Officer and other BSP staff members as required and maintains office operations. The Executive Assistant's primary activities are performing office work or nonmanual work on matters relating to the management or business operations of BSP.

Essentials Duties and Responsibilities:

Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events, including

Board Committees:

schedule 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; Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style and organization policy; Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization, including: assisting with special projects; designing and producing 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; Complete light graphic design such as signage template creation using programs such as Photoshop and Canva; Monitor all local, state and Federal registrations pertaining to not-for-profit organization and ensure appropriate routine registrations are made and kept current; Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning; Receive and process/distribute incoming printed and electronic mail and ensure appropriate responses; Answer main phone line and respond to inquiries; Provide hospitality to all guests and respond to inquiries, assist in connecting guests to the appropriate person; Replenish office materials as necessary, such as printer paper, coffee, office supplies, etc. Attend meetings as instructed by management; Maintain electronic and hard copy operating files, as appropriate; Maintain familiarity and on-going awareness of the activities, history and plans of the organization and its subsidiaries; Maintain corporate records and minutes books; Other projects/duties as assigned for the overall health of the organization

Qualifications:

Education Bachelor's Degree preferred or at least three - five years' experience in administration. Experience Background in a not-for-profit environment is a plus. Experience in working with volunteers Demonstrated Knowledge and Skills Proficient Microsoft Office software, especially Word and Excel Ability to receive and provide constructive feedback in a respectful manner to and from peers and/or management Ability to adapt to change Ability to interact with co-workers, community partners, donors, prospective donors/partners and agency contractors Ability to work flexible hours and weekends Possess planning and organization skills with attention to detail and ability to multi-task and prioritize Possess listening and problem-solving skills

Requirements:

Pass a background check and mandatory drug test There may be occasions in which attendance at after-hours events is required

Work Environment:

The work environment described here is representative of those that an employee encounters while performing the essential functions of the job. Equipment required for this position include but are not limited to, standard office space equipment, standard PC equipment, printers, and telephone and/or headset. Event environment includes exposure to seasonal weather elements.

Physical Demands:

The physical demands representative of those that must be met by an employee to successfully perform the essential functions of this job include but are not limited to regularly required to sit, stand, walk, see, hear, talk, drive and dine with others. Employee must possess conversational hearing, with or without aid, as well as adequate vision and ability to verbally communicate effectively. Additionally, employee must possess dexterity to operate standard office equipment, drive a golf cart and ability to occasionally lift 40 pounds or more. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.