Executive Administrative

Executive Administrative

Job Summary

This is an executive support position to the Chief Executive Officer. This position requires a high degree of discretion, tact, and ability to preserve confidential and sensitive information. This individual works and interacts with board of directors, executive boards, senior management, and staff at all levels. Temporarily will be responsible for Human Resources and payroll.

Purpose

To contribute to community impact through administrative support to the President and CEO, recording minutes for board of directors and other board-level committees, and assistance with other tasks as needed, assigned, or anticipated. Reports directly to the President and CEO and provides executive support in a one-on-one working relationship. Will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Administrator also serves as a liaison to senior management teams. The Executive Administrator must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Administrator will have the ability to work independently on projects, from conception to completion, and must be able to work efficiently under pressure while handling a wide variety of activities and confidential matters with discretion.

Location: South Florida

Responsibilities

• Completes a broad variety of administrative tasks for the President & CEO including, but not limited to: managing an extremely active calendar of appointments, completing expense reports, arranging detailed travel plans, itineraries, and agendas, and compiling documents for travel related meetings
• Communicates directly and on behalf of the President and CEO with Board members, Vendor Partners, Government procurement and executives, company staff and others, on matters related to CEO's programmatic initiatives
• Acts as liaison for smooth communication between the President's office and internal departments
• Maintains credibility, trust, and support with senior management staff
• Completes critical tasks including drafting acknowledgement letters, personal correspondence, and others that support the President's ability to effectively lead the organization
• Works independently on projects assigned by the president and/or chairman of the board
• Serves as recording secretary for board of directors, nominating committee, and other assigned board-level committees
• Serves as liaison to Board of Directors and senior management team
• Serves as the online board portal administrator
• Maintains general files of the president, board of directors and organization
• Assists, as assigned by management, with the organization's disaster response efforts
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature and determines the appropriate course of action, referral, or response
• Works closely with the President to keep him well informed of upcoming commitments and responsibilities
• Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows-through on projects to completion, often with deadline pressures
• Performs other duties as assigned
• Might require some weekend work

Qualifications

• Bachelor's degree preferred
• Must have Zoho experience
• Minimum 5 years of experience supporting C-level executives
• Proficiency in Microsoft office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Demonstrated proactive approach to problem-solving with strong decision-making capability
• Highly resourceful team-player with the ability to be extremely effective and independent
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service
• Emotional maturity is required
• Ability to provide superior customer service to volunteers, partners, investors/donors, and staff
• Ability to prioritize and manage multiple tasks simultaneously, implementing and completing projects within stated timelines
• Ability to demonstrate initiative in following through independently with projects and tasks
• Must possess creative and independent problem-solving skills and a commitment to personal and organizational development
• Human Resources

Physical Requirements

With or without reasonable accommodation, employees in this position must be able to sit and type at a computer terminal for up to 8 hours per day with appropriate breaks and perform tasks that require fine dexterity and repetitive motions using the arms, hands, wrists and fingers. Further details of established essential functions for this position will be addressed/discussed during the interview process.

NexGen Contact Solutions is an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.