Executive Assistant to CEO

Job Description

Job Description

This position supports and coordinates administrative and programmatic functions ofSCF, including general office support, human resource duties, maintaining SCF policies, coordinating phone and front desk coverage, office supplies, serving as a back-up and support to various financial and IT functions, and providing support to the Board of Directors. The position also serves as the primary support for the Chief Executive Officer.

• Responsible for Chief Executive Officer and Board communications, including mail, phone, files, copies, invoices, check requests, and other duties.
• Maintains calendar for the Chief Executive Officer.
• Schedules and coordinates meetings of the Board of Directors and committees.
• Prepares correspondence on behalf of the Chief Executive Officer.
• Prepares materials and packets for the Board of Directors.
• Attends all Board meetings and prepares minutes for review. Ensures that agendas, minutes, and other material from Board meetings are appropriately archived.
• Coordinates travel and other logistics for Chief Executive Officer.
• Coordinates travel and other logistics for Board meetings, including catering arrangements, meeting presentation equipment, etc.
• Ensures that SCF's website is updated with accurate information relating to Board meetings, public hearings, and other information.
• Serves as an integral part of the programmatic functions within the agency.
• Supports the programs in SCF through attendance at meetings and events, as needed.
• Actively engages in business and program development for the agency.
• Develops and delivers new hire orienta hons and training.
• Develops and updates personnel policies and manuals.
• Develops and maintains policies and procedures to ensure the smooth operation of the organization and the execution of its programs.
• Maintains personnel files and required documentation, in accordance with federal and state regulations.
• Manages PTO schedules and coverage, including volunteer support.
• Coordinates arnrnal performance reviews.
• Supports various finance functions, including processing administrative check requests, making bank deposits, etc.

• Attends SCF meetings, events, and functions and transcribes minutes, as assigned.
• Establish and maintain electronic and hard-copy files of administrative, planning, program, research, and resource documents.
• Ensure the appropriate maintenance and storage of corporate documents.
• Schedules meetings, set appointments and, processes confidential matters.
• Ensures maintenance of office equipment, including telephones, computers, copiers, printers, and fax machines.
• Coordinate staff training activities, orders general office and kitchen supplies
• Other duties as assigned.

Minimum qualifications for this position are a BA/BS or equivalent four (4) year degree, or at least four (4) years management experience adhering to compliance requirements. Incumbents must have strong oral and written communication skills; and strong analysis, planning, organizing and decision-making skills. This position requires the ability to manage multiple priorities and work under pressure without negatively impacting job performance, and the flexibility to work outside of regular hours to meet goals and objectives of the agency. Incumbent must have the ability to manage and motivate staff; reliable transportation and a valid Florida Driver's License are required.