Executive Assistant

Job Title
Executive Assistant
Job Order ID
27787917
Begin Date
10/26/26
Duration
Location
Jacksonville, FL, 32207 
Other Location
Description

·         Completes a broad variety of administrative tasks for the President/CEO, including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel arrangements (including local plans), itineraries and agendas; and compiling documents for travel-related meetings.

·         Maintains the organization’s contract management system, including tracking key dates, renewals, reporting requirements, deliverables, responsible staff, and follow-up; supports the ongoing organization and maintenance of contract records across LSS.

·         Supports creation and ongoing maintenance of the LSS intranet, including initial setup and organization, posting and updating content and helping ensure key staff resources and documents remain current and accessible.

·         Plans, coordinates, and ensures the President/CEO’s schedule is followed and respected. Provides a “gatekeeper” and “gateway” role, creating win-win situations for direct access to the President/CEO’s time.

·         Communicates directly, and on behalf of the President/CEO, with Board members, donors, and others on matters related to the organization's programmatic initiatives.

·         Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President/CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

·         Provides a bridge for smooth communication between the President/CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

·         Works closely and effectively with the President/CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately. Acts as a ‘barometer,’ having a sense for the issues taking place in the environment and keeping the President/CEO updated.

·         Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organization impact.

·         Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President/CEO’s ability to effectively lead the company.

·         Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

·         Maintains both physical and electronic Master Calendar for organization along with the company contact information in Outlook.

·         Support Development Team with special events, tracking donors and any other related functions.

·         Support Director of Human Resources with special projects as designated.

 

Required Skills

• An equivalent combination of education, training, and experience may be considered.
• Minimum of three (3) to five (5) years of progressively responsible executive administrative support experience, preferably supporting a CEO, President, or other senior executive.
Must be proactive, efficient, and maintain a high level of professionalism and discretion
• Ability to uphold all requirements regarding client confidentiality
• Ability to exhibit a calm, courteous demeanor in dealing with clients and staff
• Language Skills - Ability to draft professional correspondence, communications, reports, and other documents on behalf of the President/CEO with minimal direction. Ability to effectively communicate and present information in one-on-one and small-group settings with employees, clients, and other stakeholders. Ability to read, interpret, and apply policies, procedures, and other organizational documents.
• Mathematical Skills - Ability to add, subtract, multiply, divide, and use common fractions/percentages.
• Reasoning Ability - Ability to solve practical problems and deal with a variety of concrete variables with a minimum of direction. Ability to interpret a variety of instructions furnished in written or oral form.
• Customer Service – Ability to provide high level of interactive service to targeted customer base/market, building relationships and acting as internal company advocate.
• Team Orientation & Interpersonal – Must be a highly motivated, passionate and creative team player with the ability to develop and maintain collaborative relationships with all levels within and external to the organization.
• Communication – Ability to effectively and persuasively express oneself verbally and in writing, using proper grammar and communicating in a professional, diplomatic, and tactful manner.
• Organization & Time Management – Demonstrated ability to work independently with minimal supervision while managing multiple priorities, coordinating complex schedules, meeting deadlines, and maintaining exceptional attention to detail.
• Systems & Software – Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), CRM systems, video conferencing platforms, and other business and office technology applications.
Optional Skills

• Bachelor’s Degree (Preferred)
•
Openings
1

Option 1: Create a New Profile