Overview
Admin Jobs in Okeechobee, FL at Areas USA, Inc
Job Title: Executive Assistant to the CEO
Department: Administration
Reports To: Chief Executive Officer
FLSA: Non-Exempt
Monday through Thursday is in office 8:30-4:30 *Fridays can be worked remotely if CEO approved.*
THIS IS AN IN PERSON POSITION
Pay Rate $18.00- $32.00 Per Hour DOE
SUMMARY
The Executive Assistant to the Chief Executive Officer is a highly organized and detail-oriented team member who provides exceptional support to our CEO. This role requires a high level of discretion, professionalism, and the ability to handle sensitive information timely and professionally. The Executive Assistant is often the first contact a person has with Life Unlimited and therefore impacts the impression Life Unlimited has on the community.
BASIC FUNCTIONS AND GENERAL RESPONSIBILITIES:
Calendar Management:
Schedule and coordinate meetings, appointments, and travel arrangements for the CEO.
Anticipate scheduling conflicts and proactively address them.
Ensure the CEO is well-prepared for all engagements with necessary documents and information.
Communication:
Manage and prioritize incoming emails, calls, and correspondence for the CEO.
Draft and proofread emails, reports, and other documents on behalf of the CEO.
Act as a liaison between the CEO and internal/external stakeholders.
Draft, get approved and send communications out on behalf of the CEO.
Ensure the CEO’s office is well represented with all internal and external stakeholders.
Meeting Management:
Ensures all board of directors meetings, committees and materials are well managed.
Prepare, get approval and send meeting agendas, documents, zoom availability and presentations for all meetings led by the CEO
Attend meetings, take minutes, and follow up on action items.
Coordinate all logistics for meetings including food, space, materials and anything that is needed to ensure engaging, effective and efficient meetings
Coordinate large meetings and special events throughout the year; such as all team members meetings, board functions, special team member activities and the annual team member holday celebration.
Confidentiality:
Handle confidential information with discretion and maintain a high level of confidentiality.
Manage sensitive issues with tact and diplomacy.
Project Assistance:
Support special projects and initiatives as assigned by the CEO.
Conduct research and compile data as needed.
Maintain multiple databases that are essential for executive leadership.
Serve as a Missouri Notary when needed and maintain this designation.
All other duties as assigned
Data and Information Management
Be able to utilize all Life Unlmited data systems to provide information and reports to the CEO.
Maintain strong working relationships with all departments and programs ensuring information that is needed be various groups is accessible through teams and other internal systems.
Physical Expectations
This position requires extended periods of sitting with some periods of standing and walking. It may require light (5 pounds) to moderate lifting (25 pounds) and occasional stooping, kneeling, bending, and/or climbing stairs. There may be extended periods of using a computer and/or calculator.
Working Conditions
Office/home environment with noises from appliances, office equipment, and facility/maintenance team. Occasionally, prolonged hours or unusual chores meet the unexpected needs of special projects and events
QUALIFICATIONS
Must have at least an associate degree – Bachelor’s Degree preferred – in field of Business Administration, Non-Profit Administration.
At least 5 years of executive support experience.
High level ability to plan, organize, analyze, and coordinate data/information and activities.
Maintains confidence and protects operations by keeping information confidential.
Excellent verbal and written communication skills including a high degree of professionalism and personal presence.
Strong organizational skills and ability to effectively prioritize multiple activities and meet deadlines.
Ability to handle highly sensitive information with complete discretion and confidentiality.
Considerable knowledge and skill in using the personal computer including spreadsheet, word processing, database and presentation software.
Ability to establish and maintain effective working relationships within and external to the organization.
Ability to utilize information systems and social media
Must have valid driver’s license– must carry minimum coverage applicable by law for auto insurance
Must Receive Seasonal Flu Vaccination
Equal Opportunity Employer
Title: Admin
Company: Areas USA, Inc
Location: Okeechobee, FL
