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Company Name : The Everglades Foundation, Inc.
Location : Coral Gables, FL 33157
Position : Executive Assistant
Job Description : Position Summary The Executive Assistant directly supports the mission of the Everglades Foundation by providing impeccable, executive-level administrative support to the Chief Executive Officer and Chief Finance & Operations Officer and coordinating and overseeing special projects. The Executive Assistant manages the executive officers’ calendars and schedules, coordinating both their internal and external meetings. The Executive Assistant answers non-routine correspondence, works with and assembles confidential and sensitive information, and communicates with management, staff, board members, donors, and customers via phone and email while maintaining a friendly, warm, and professional demeanor. The Executive Assistant demonstrates independence and sound judgment to ensure all tasks are completed accurately and delivered with quality and in a timely manner.The Executive Assistant is team and results-oriented and is committed to achieving the organization’s mission. The Executive Assistant has highly developed organizational, interpersonal, and communication skills and a helpful, positive attitude. The Executive Assistant presents the highest level of professionalism and is comfortable communicating with the offices of business, governmental, and cultural leaders. The Executive Assistant is able to handle sensitive and confidential information with discretion and is capable of assessing, managing, and successfully completing multiple competing priorities with minimal direction. The Executive Assistant works well under pressure and on deadline, thinks analytically, and proactively solves problems.Primary ResponsibilitiesProvide high-level administrative support to the Chief Executive Officer and Chief Finance & Operations OfficerManage and coordinate special projects, reports, and events, including providing support in the planning, design, development, and implementation of short and long-term projects; research and summarize data; prepare status reports on plans, progress, and activities; and serve as a key resource for project informationFacilitate communication and reciprocal exchange of information between Chief Executive Officer, Chief Finance & Operations Officer, and members of the Leadership Team. Maintain open and effective communication and helpful rapport with all levels of Foundation staffManage the calendars for the Chief Executive Officer and Chief Finance & Operations Officer. Align and coordinate their activities. Determine best possible itinerary and travel time for out-of-office appointments, maximizing the time by clustering appointments by city, and anticipating maps, directions, or materials needed for a successful out-of-office engagementAnticipate and prepare the necessary materials and information for appointments, meetings, briefings, and conferences for the Chief Executive Officer and Chief Finance & Operations OfficerCoordinate travel arrangements, prepare itineraries, and plan logistics for trips, meetings, and eventsManage, prepare, and reconcile expense reports and corporate credit card statements for Chief Executive Officer and Chief Operating OfficerAssess and prioritize the urgency of situations and determines appropriate actionProduce, edit, proofread, and distribute professional, accurate, and timely documents such as email, memos, letters, faxes, meeting minutes, and PowerPoint presentationsAnswer phone calls, take messages, and greet visitors and determine whether callers and guests should be granted access to specific individualsSupport Director of Board & Employee Relations with Human Resources functions as neededOther tasks and duties as assigned by the Executive OfficersKnowledge, Skills, and AbilitiesProficient in computer programs and software such as Microsoft Office Suite (Word, Excel, Power Point), database management, email, internet use and research, etc.Exceptional verbal and written communications skills and strong proofreading skillsHighly organized and detail-orientedMust present the highest level of professionalism and ethicsAbility to be flexible and work under deadlines and time constraintsCapability to assess, manage, and successfully complete multiple competing prioritiesAble to handle sensitive and confidential information, including legal, financial, and/or Human Resources data, with discretionAble to proactively solve problems and think analyticallyAble to take and follow direction and receive and respond appropriately to construction criticismPunctual, reliable, and self-directedMaintain current knowledge of all Foundation policies and procedures.An optimistic outlook and enthusiastic attitudeA passion and enthusiasm for the Everglades and/or the environment a plusAbility to effectively work remotely, independently, and under limited supervisionQualificationsBachelor’s degreeA minimum of two years’ experience in a high-level administrative positionAccountabilityThe Executive Assistant reports directly to the Chief Finance & Operations Officerand coordinates closely with other members of the Executive Leadership Team and Foundation staff.Location The Foundation’s main office is located in Palmetto Bay, Florida, in southern Miami-Dade County.Travel and Schedule This is a full-time position with the opportunity for occasional remote work from home. Occasional weekend and/or evening work and local and regional travel will be required. Total time traveling is expected to be less than 20%.Job Type: Full-timePay: $55,000.00 – $65,000.00 per yearBenefits:401(k)401(k) matchingDental insuranceEmployee assistance programHealth insuranceHealth savings accountLife insurancePaid time offParental leaveVision insuranceSchedule:Monday to FridayCOVID-19 considerations:The Foundation strongly encourages and may require employees to receive COVID-19 vaccines. Masks are encouraged at each employees’ level of comfort. COVID screening and reporting tools are in place to ensure a safe and healthy work environment.Education:Bachelor’s (Required)Experience:Executive & Personal Assistants: 2 years (Required)Work Location: One location
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