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Title: Executive Assistant

Reports to: President & CEO

Work Site Location: Landings

POSITION SUMMARY: The Executive Assistant is a dynamic and multi-tasking administrative professional who is responsible for providing comprehensive support to the President & CEO and other key leadership staff when needed. The Executive Assistant serves as the liaison to the Education Foundation of Sarasota County’s Board of Directors and provides impeccable guest/donor relations serving as office receptionist with a positive professional attitude and mindset. The Executive Assistant must be able to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

The Executive Assistant will uphold the mission of the Education Foundation, which is to enhance the potential of students, promote excellence in teaching and inspire innovation in education, guided by strategic philanthropy.

DUTIES AND RESPONSIBILITIES:

  • Handle President’s calendar, scheduling of appointments and timely follow up with various constituents and stakeholders, including assisting with personal notes, emails and high touch stewardship strategies.
  • Manage daily seamless operations, such as:
    • Greeting and welcoming guests.
    • Answering phones.
    • Ensuring meeting rooms are reserved, including virtual Zoom and Teams meetings.
    • Managing two additional email boxes for job postings and general info mailbox.
    • Distributing and reviewing daily emails to appropriate staff.
    • Maintaining daily mail, sorting and processing of check deposits.
    • Maintaining an inventory and placing office supplies orders for multiple locations.
    • Overseeing copier maintenance scheduling and ordering of supplies.
    • Troubleshooting Wi-Fi/IT issues for the Landings and the President.
  • Serve as the board of directors’ liaison by:
    • Maintaining all Board governance policies, articles and by-laws.
    • Administering the Board software (Boardable) for Board and staff.
    • Monitoring board member terms, attendance records and dashboard.
    • Arranging committee and board meetings including site location, F&B, board packets, and drafting agendas.
    • Attending meetings and drafting Board and related Committee minutes.
    • Ensuring all content for the Board is accurate and up to date at all times.
  • Provide executive administrative assistance to President & CEO and other key leadership members.
  • Provide executive administrative assistance to the Development Team by:
    • Assembling solicitation packets and materials.
    • Assisting in stewardship activities for donors.
    • Providing special event management support for fundraising activities.
    • Entering donor reports into Raiser’s Edge.
    • Assisting development team with meeting preparation and follow up activities.
  • Assist the President & CEO and CFO with maintaining annual compliance of Foundation.
  • Work with team on any other duties/activities as assigned.

EDUCATION, EXPERIENCE AND QUALIFICATIONS:

  • Associate degree from an accredited educational institution or equivalent required (Bachelor’s degree preferred).
  • 7+ years of extensive experience supporting senior managers and board of directors.
  • Strong evidence of administrative skills, including written and oral communication skills, professional decorum, and handling sensitive issues with confidentiality and tact.
  • Excellent organizational skills, ability to handle multiple projects simultaneously and plan ahead.
  • Friendly disposition with proven ability to maintain composure and flexibility in a changing environment.
  • Proven mastery of Office applications including Word, Excel, and Power Point; and expertise in databases and other software programs (Willingness to master Raisers Edge software).
  • Flexibility and finesse to manage an executive’s schedule. Respectfully represent the President in communications.
  • Superior time management abilities required.
  • Bi-lingual a plus.

This is a full-time, exempt, salaried position with benefits. Salary range is $53,000-$62,000. This position requires in office support and is not eligible for remote work.

Job Category: Assistant
Job Type: Full Time
Job Location: The Landings

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