Executive Assistant

St. Pete; Petersburg (VA); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

10 Paid Holidays

18 PTO Days

Health, Dental, & Vision coverage

Tuition Reimbursement

403(b) Retirement Plan

Job summary

St. Pete in Petersburg, Virginia is looking for an Executive Assistant to support the COO and senior leadership. Responsibilities include managing complex calendars, coordinating inter-departmental tasks, and assisting with various projects. Candidates should have a strong background in providing executive support, exceptional organizational and communication skills, and proficiency in Microsoft 365. The role is on-site and offers benefits including health coverage and PTO days.

Qualifications

• 5+ years supporting senior leaders (C-suite or VP-level preferred).
• Demonstrated ability to manage multiple priorities simultaneously.
• Strong follow-through to ensure project completion accurately and on time.

Responsibilities

• Manage complex calendars and executive email inboxes.
• Coordinate timelines, dependencies, and action items.
• Prepare meeting agendas, presentations, and notes.

Skills

Organizational skills

Communication skills

Time management

Proficiency in Microsoft 365

Analytical skills

Education

High School Diploma or equivalent

Bachelor’s degree

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SharePoint

Job description

Parc Center for Disabilities is the premier provider of life‑changing services to children and adults with developmental disabilities in the Tampa Bay area. Our vision is a community where all individuals live with dignity and are treated with respect. Our shared purpose is to ensure our participants have an exceptional experience each and every day.

Position Summary

Under the general direction of COO, the Executive Assistant is responsible for supporting the Chief Operating Officer, Vice President of Operations, and administratively support other departments as needed with special projects. This role is critical to ensure smooth day‑to‑day operations, effective communication across departments, and timely execution of key operational and capital initiatives. This is an opportunity to work closely with senior leadership and make a meaningful contribution to impact on operational excellence.

Responsibilities

• Manage complex calendars and executive email inboxes ensuring priorities are addressed efficiently.
• Coordinate across departments tracking timelines, dependencies, and action items to include but are not limited to maintenance issues and project execution.
• Monitor and follow up on maintenance schedules and capital project timelines to ensure milestones and deadlines are met.
• Assist with management and scheduling of capital projects, coordinate meetings, track approvals, maintain documentation, and support timeline execution.
• Prepare meeting agendas, presentations and detailed notes; distribute summaries and follow up on assigned actions.
• Build and manage vendor/contractor relationships.
• Assist with planning and support for internal and external events; to include attending events outside of business hours when necessary (evenings/weekends).
• Maintain highly organized records and workflows.
• Serve as backup support to the EA to the President/CEO when unavailable.
• Provide administrative support to other C‑Suite executives as needed.
• Other appropriate responsibilities as determined by management.

Education, Training and Experience Requirements

• High School Diploma or equivalent required. Bachelor’s degree preferred.
• 5+ years supporting senior leaders (C‑suite or VP‑level preferred).
• Demonstrated ability to manage multiple priorities simultaneously while meeting deadlines.
• Strong follow‑through to ensure projects and action items are completed accurately and on time.
• Excellent organizational, communication, and time‑management skills.
• Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint).
• High level of professionalism, discretion, and judgment.

Special Certifications, Registrations, Licenses or Other Requirements

• Valid Florida Drivers’ License with acceptable driving record.
• Communicate effectively in English both verbally and in writing.
• Parc Center for Disabilities is proud to be a Drug‑Free Workplace.
• Employees must pass Level II background check.

Knowledge, Skills & Abilities

• A heart for people first and foremost.
• Have a collaborative, agile approach, with a growth mindset. The ability to quickly pivot is important.
• Have a learning attitude and natural curiosity for how things work, with a desire to improve processes and procedures without judgement for how things were done in the past.
• Be able to lift up to 50 pounds if needed.
• Able to use independent judgment, prioritize and organize a diversified workload in a fast‑paced environment.
• The ability to work with confidential materials.
• Excellent analytical, written, and verbal communication & employee interaction skills.
• Proficient in the Microsoft Office Suite, and other electronic tools.

Schedule

• Normal business hours are Monday through Friday, 8:00 AM to 5:00 PM. Your schedule may vary depending on business needs and other factors.
• This is an on‑site role.

Benefits Package

• 10 Paid Holidays.
• 18 PTO Days and 2 Personal Days.
• Health, Dental, & Vision coverage, STD, Accident, Critical Illness, Life & AD&D.
• Health Savings Accounts and Flexible Spending Accounts.
• Employee Assistance Program.
• Tuition Reimbursement.
• 403(b) Retirement Plan.