Executive Assistant

Love Energy Savings; Naples (FL); On-site; USD 24,000 - 34,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

Paid time off and paid holidays

Paid parental leave

$25,000 life insurance policy at no成本

403(b) retirement plan; matching after

Job summary

Patty Baker Humane Society Naples is seeking an Executive Assistant to the CEO to enable leadership through organized operations, proactive anticipation of needs, and reliable execution in a fast-paced nonprofit environment.

You will manage the CEO's calendar, coordinate travel, prepare briefing materials, track commitments, and help the office run smoothly while occasionally working evenings and weekends as needed.

Qualifications

• 3+ years of executive-level administrative support experience.
• Ability to anticipate needs and work with minimal supervision.
• Excellent organizational and time-management skills.
• Strong written and verbal communication.
• High discretion and confidentiality.
• Technologically proficient with productivity software and calendar management.
• Willingness to use AI-assisted tools.
• Valid driver's license and reliable transportation.
• Experience in nonprofit or transformational environment is a plus.
• Bachelor's degree or equivalent helpful.
• Bilingual English/Spanish bonus.
• Able to lift up to 50 lbs.

Responsibilities

• Own the CEO's calendar as a strategic tool.
• Coordinate CEO travel, accommodations, itineraries, and briefings; manage expense reports.
• Manage information flow and keep commitments ahead.
• Serve as first point of contact for the CEO's office.
• Track deadlines and action items; provide reminders and status updates.
• Ensure meetings are prepared with clear next steps.
• Handle operational details of the CEO's office.
• Leverage technology and AI to automate routine tasks and improve efficiency.
• Support organizational events; represent PBHSN positively in all interactions.

Skills

Executive support

Organizational skills

Time management

Communication

Discretion & confidentiality

Technology proficient

AI-assisted workflows

Willingness to use AI tools

Bilingual (EN/ES) bonus

Education

Bachelor's degree (optional)

Tools

Productivity software

Calendar management

Digital communication tools

AI tools familiarity

Job description

The Executive Assistant to the CEO at Patty Baker Humane Society Naples is the person who makes leadership possible. You're the operational partner who keeps the CEO focused on the work that matters most: leading an organization through transformation, building a team, and saving animals' lives. You see what's coming before being asked. You hold complexity and thrive as a support system in a high-paced environment. You're the reason nothing falls through the cracks.

This is a full-time (40 hrs) position with a semi-flexible daily schedule, reporting directly to the CEO. You'll manage the CEO's calendar strategically, coordinate travel and logistics, prepare briefing materials, draft correspondence, track commitments, and ensure the CEO is always one step ahead. Some evenings and weekends are required as organizational needs arise.

WHO YOU ARE:

• First and foremost, you're a hard worker. You're diligent. You see things through. You care about doing the job, and ensuring that the job is done right. Also, you're a self-starter.
• You think ahead. You don't wait to be told what's needed; you anticipate it. You ask "what will they need for this?" not "what did they tell me to do?" You see the pieces coming together and prepare before being asked. This is the difference between reactive task-execution and true executive support.
• You bring order to chaos. Not just "organized" in the tidy-desk sense. You find structure that benefits complexity. You juggle time vs need. You build systems. When juggling you keep all the balls in the air… and you do it with grace.
• You're organized. Really organized. You can juggle a calendar, ten must-do small projects that individually seem insignificant but together combine to be essential, you love spreadsheets, you keep running lists, you are proactive because you know getting it done right but also early has real value.
• You're emotionally intelligent. You read rooms. You navigate different personalities with tact. You understand how to represent the CEO appropriately in any context and with any audience. You pick up on cues that others miss. You “manage up” with grace and near invisibility.
• You don’t problem solve… you mitigate. You understand that problem solving is a valuable skill, but the ability to anticipate an issue, stop it in its tracks, mitigate risk and eliminate the issue before it ever becomes a problem is a truly invaluable skill.
• You love animals. This probably goes without saying, but we're an animal shelter. You should like dogs and cats. We all do! But it's more than that, this work is about the feeling of fulfillment that comes from helping drive our mission to save lives forward.

RESPONSIBILITIES

• You'll own the CEO's calendar as a strategic tool, ensuring their time reflects organizational priorities
• Coordinating all CEO travel including transportation, accommodations, itineraries, and briefings; managing expense reports and reimbursements; handling multi-campus logistics
• You'll manage information flow and ensure the CEO stays ahead of commitments.
• Serving as the first point of contact for the CEO's office; representing the CEO professionally to internal and external stakeholders
• Tracking commitments, deadlines, and action items; providing reminders and status updates; ensuring follow-up and closure on outstanding items
• You'll ensure the CEO enters every meeting prepared and leaves with clear next steps captured.
• You'll handle the operational details that keep the CEO's office running smoothly.
• Leveraging technology and AI tools to automate routine tasks and increase efficiency; identifying process improvements, providing information and resources to aid the CEO in their role
• Supporting organizational events as needed; representing PBHSN positively in all interactions

QUALIFICATIONS:

• 3+ years of experience providing executive-level administrative support, preferably supporting a CEO, President, or equivalent senior leader.
• Demonstrated ability to anticipate needs, exercise independent judgment, and work with minimal supervision.
• Exceptional organizational skills with the ability to manage multiple priorities and shifting demands.
• Strong time management skills with demonstrated ability to meet deadlines consistently.
• Excellent written and verbal communication skills.
• High degree of discretion, integrity, and professionalism; absolute commitment to confidentiality.
• Technologically proficient: comfortable with productivity software, calendar management, digital communication tools, and able to learn new systems quickly.
• Willingness to use AI-assisted tools and workflows.
• Valid driver's license and reliable transportation.
• Experience in a fast-paced or transformational environment is a plus. Bachelor's degree or equivalent combination of education and experience is helpful. Nonprofit sector experience is valued, though private sector excellence is valued equally.
• Bilingual (English/Spanish) is a bonus.
• Flexible schedule including ability to work occasional evenings and weekends as organizational needs require.
• Reliable transportation is a must and the responsibility of the employee.
• All positions involve occasional contact with shelter animals.
• Able to lift up to 50 lbs independently

Pay and Benefits

• Starting at $21.00/hr.
• A generous benefits package that includes:
  • Medical, dental, and vision insurance
  • Paid time off and paid holidays
  • Paid parental leave
  • $25,000 life insurance policy at no cost to you
  • Optional enrollment in supplemental insurance plans (disability, accident, etc.)
  • Optional enrollment in 403(b) retirement plan; matching contributions after one year of service
  • Discounts on veterinary services and pet food

Candidates must be authorized to work in the United States. PBHSN is an equal opportunity employer.