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Executive Assistant
Post Date: 02/12/24   Company: New Horizons of SWFL

Job Description:

The mission of the Executive Assistant is to stay five steps ahead of his/her leader, tracking all of the administrative details, and clearing the path for the CEO to make her greatest contribution to our organization. The Executive Assistant will be a key asset to the CEO by anticipating needs at an exceptionally high level, allowing them to develop vision and strategy for all aspects at New Horizons of SWFL so that we can reach our mission and vision, meeting our donor, programmatic and financial goals. While repetitive tasks are certainly part of this position, the tasks assigned can vary from week to week based on the CEO’s needs and the needs of organization. The most important responsibility of the Executive Assistant is to ensure that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the initiatives of the CEO. 

The Executive Assistant will have the following primary responsibilities:
• Managing board meeting documents, including preparing agendas, assist CEO in strategic reports, program reports, financial reports, distributing board packets, preparing and distributing action items
• Assist with board and or donor meetings, i.e. scheduling reservations, arranging catering, ordering supplies or promotional materials
• Assist with documentation, research and reports in the donor database system as directed by the CEO
• Communicating on the CEO’s behalf both internally and externally
• Email management on behalf of the CEO within the CEO inbox and related mailboxes assigning emails to team members as needed
• Running errands and attending virtual/in person meetings as applicable
• Calendar management and scheduling (both personally and professionally) on behalf of the CEO
• Varying personal and professional administrative tasks including, but not limited to, booking appointments, research projects, coordinating travel, and ordering gifts/flowers, etc.
• Light project management duties including to do lists for appropriate staff/board/volunteers
• Assist with mailings, thank you notes, and other donor touch points

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