Executive Assistant

Central Florida Community Action Agency; Gainesville (FL); Sur place; USD 21 000 - 30 000; Temps partiel

Résumé du poste

Central Florida Community Action Agency is seeking an Executive Assistant to support the Senior Leadership Team and agency programs, including LIHEAP, across Alachua, Marion, and Levy counties. The role is part-time with standard agency hours 8:00 AM to 5:00 PM, Monday through Friday.

The Executive Assistant will manage board-related tasks, coordinate communications from the CEO, maintain calendars and files, arrange travel, and handle confidential information with discretion while working

Qualifications

• Bachelor's degree preferred; High School Diploma with equivalent experience in a senior-level administrative role may be accepted.
• Prior experience in an administrative role.
• Demonstrated success in organizational and administrative competency areas.
• Experience working in a professional office environment.

Responsabilités

• Attends and assists with preparations for all Board of Directors and committee meetings, including serving as recorder for meetings.
• Publicly notices Board related meeting.
• Maintains Board roster, contact information, and all information contained in member files.
• Coordinates correspondence to the Board from the CEO.
• Maintains CEO calendar for the purpose of scheduling appointments.
• Makes travel arrangements for the Board and CEO.
• Assists with general clerical duties as required by the CEO.
• Assists with maintenance of personnel files, human resource policy/procedures, and benefits administration.
• Maintains agency vehicle mileage logs and vehicle key check-out, schedule, and ensures completion of all office maintenance and repairs.
• Other duties as assigned.

Connaissances

Microsoft Suite

Adobe Pro

Database knowledge

Organizational skills

Communication skills

Travel ability

Formation

Bachelor's degree preferred

High School Diploma with equivalent experience

Outils

Microsoft Suite

Adobe Pro

Description du poste

The Executive Assistant, a member of the Senior Leadership Team, is responsible for assisting in the overall operations of agency programs (primarily LIHEAP Low Income Home Energy Assistance Program) in Alachua, Marion, and Levy County CFCAA offices. This is a part-time position. Agency hours are 8:00 AM to 5:00 PM, Monday through Friday.

EDUCATION & SKILLS REQUIREMENTS:

Education and Experience:

• Bachelor's Degree preferred.High School Diploma with equivalent experience in a senior-level administrative role may be accepted in lieu of a Bachelor's Degree.
• Prior experience in an administrative role.
• Demonstrated success in organizational and administrative competency areas.
• Experience working in a professional office environment.

Technical Skills:

• Advanced knowledge of computerized programs, including computer databases and Microsoft Suite and Adobe Pro.
• General knowledge of office procedures and protocols as well as office equipment.
• Ability to create and maintain an organized filing system of paper and electronic documents.
• Insurable under the Agency's insurance policy (required).

Interpersonal Skills:

• Effective internal and external communication skills, both verbal and written.
• Strong ability to work collaboratively with other staff members, senior management, members of the Board of Directors and other stakeholders.
• Ability to engage, build rapport, and maintain professional boundaries with employees, clients, and all stakeholders.
• Interpersonal skills that support constructive and collaborative workplace relationships.
• Professional demeanor with a consistently positive and approachable attitude and discretion in all interactions.

Professional Skills:

• Excellent time management skills and flexibility to meet the demands of the position.
• Strict adherence to confidentiality policies regarding client records, agency operations, employee and Board of Directors information.
• Familiarity with the communities and populations served through CFCAA's programs.
• Strong critical thinking, problem-solving, organizational skills, and ability to multitask.
• Ability to work independently with minimal supervision once initial training is complete.
• Ability to travel for work-related activities.

KEY RESPONSIBILITIES:

• Attends and assists with preparations for all Board of Directors and committee meetings, including serving as recorder for meetings.
• Publicly notices Board related meeting.
• Maintains Board roster, contact information, and all information contained in member files.
• Coordinates correspondence to the Board from the CEO.
• Maintains CEO calendar for the purpose of scheduling appointments.
• Makes travel arrangements for the Board and CEO
• Assists with general clerical duties as required by the CEO.
• Assists with maintenance of personnel files, human resource policy/procedures, and benefits administration.
• Maintains agency vehicle mileage logs and vehicle key check-out, schedule, and ensures completion of all office maintenance and repairs.
• Other duties as assigned.

PHYSICAL/MENTAL DEMANDS:

Must be able to travel to on occasion and travel regularly to the three Agency locations (Alachua, Levy, and Marion counties).Must be able to effectively communicate in order to exchange information in person and via electronic devices.

Requires sitting, standing, stooping, bending and reaching with manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, copy machines, telephones and other office equipment.May require lifting up to 20 pounds.Requires normal range of hearing and vision.

Must be able to handle diverse work problems on a daily basis.Requires ability to set priorities and work schedule; yet adjust to changes necessitated by last minute assignments and deadline requests that may prove stressful.The noise level in the work environment is usually moderate.Must relate and interact with people at all levels and in a culturally diverse environment.