Senior Executive Assistant
$70,000–$80,000 year
On-siteSt. Petersburg, Florida, United States
St. Petersburg, Florida, United StatesOn-siteFull Time$70,000–$80,000 yearSenior LevelStartup
Full TimeSenior LevelStartup
Job Summary
Coordinate the CEO and Chief of Staff, acting as the primary point of contact for internal and external constituencies on District Office matters. Manage administrative staff, including receptionists, to handle call screening, mail distribution, and scheduling for all Board and committee meetings. Lead special projects, facilitate performance quality improvement meetings, and compile reports for funders and accreditation standards. Maintain confidentiality while assisting with travel, policy reviews, and corporate filings. Work flexible hours including evenings, nights, and weekends, with a valid Florida driver's license required for agency business.
Required Qualifications
- Able to speak, write and understand English
- Possess basic computer skills
- Must be sensitive to and respect cultural diversity amongst clients, staff and volunteers and able to work with diverse racial, ethnic and economic groups
- Flexible work schedule including evenings, nights, weekends and holidays
- Ability to set appropriate limits, work under deadlines and multi-task
- Ability to organize, prioritize, self-motivate, and deliver results
- Excellent communication and listening skills
- Possess strong work ethics
- Successfully pass Law Enforcement background screening
- Valid Florida driver's license if driving an agency vehicle or a personal vehicle for company business
- Must have reliable transportation
- Participate in Agency Performance Quality Improvement (PQI) program and Accreditation/Reaccreditation process
- Mission-driven attitude supplemented with integrity and passion
- Adherence to the highest ethical standards, personally and professionally
- A high level of openness and willingness to receive feedback/suggestions from superiors and others, and to learn new skills to improve job performance
- Evidence of deep alignment with the St. Vincent de Paul CARES Mission and Values
- Bachelor's degree, or equivalent work-related experience may substitute for education
- Strong work tenure: five to 10 years of experience in an Executive Assistant to a CEO role; preferably in a non-profit organization
- Experience and interest in internal and external communications and partnership development
- Experience in managing entry-level staff
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
- Working in an office/site requires prolonged sitting at the computer workstation; standing, bending, reaching, lifting up to 20 lbs and some driving
- Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephones, and other office equipment
- Specific vision abilities required include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus
- Must handle new and diverse work problems daily
- Personal maturity is an important attribute
- Must be able to resolve problems, handle conflict, and make effective decisions under pressure
- Must have the ability to listen objectively to people, perceive the real problem and assist in bringing issues to a successful conclusion
- Must relate and interact with, volunteers, clients, contractors, visitors and employees at all levels within the Agency
- On an as needed basis, employees may be called upon to work outside of the established work schedule or work odd hours
- All information associated with the Agency is confidential
Desired Qualifications
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity
- Highly resourceful team-player, with the ability to be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
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