Administrative Assistant to CEO

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Job description

Qualifications and Skills: Proven experience and skills serving as an Administrative Assistant. Keen understanding of office administration and project management. Outstanding knowledge of MS Office Suite, excellent verbal and written communication and interpersonal skills. Demonstrate an aptitude for problem-solving and to facilitating the success of team members. Desire to promote and support inter-departmental and organization-wide teamwork.

Job Summary: The primary function of the Administrative Assistant is to serve as the point of contact and to provide support to the CEO for all administrative functions. Daily responsibilities will include administrative duties, such preparing correspondence, record keeping/filing, assisting with reports, receiving visitors, arranging conference calls, scheduling meetings, setting up travel arrangements, and taking notes at meetings. Ability to manage a large, diverse workload and knows how to prioritize tasks in a fast-paced environment.

Education/Experience: Must possess a high school diploma, G.E.D. or higher with five years of office experience.

Training Requirements: Participate in ongoing mandatory education and skills trainings on relevant topics as required by statutory funding, and/or certification of the agency or personnel.

Physical Requirements: This position requires movement with the ability to walk, stand, sit at a desk for a period of 8 hours or longer (with breaks), and drive to locations throughout the SafeSpace service areas. Must possess a valid Florida Driver's License.

Principal Job Responsibilities:

• Respond to general phone inquiries to CEO and provide basic company information.
• Assist the CEO in day-to-day activities including the coordination and management of CEO schedule and meetings to include booking rooms, teleconferences, and preparation of materials, agendas, sign in sheets and act as a liaison for the Administrative Team.
• Demonstrate an aptitude for proactive problem-resolution.
• Assists in the preparation and proof reading of documents.
• Attend monthly Board of Directors meetings, record minutes, and prepare and distribute monthly meeting packets.
• Responsible for organizing, filing and archiving all records relating to the CEO.
• Prepare written acknowledgements, take memos, maintain files, and organize, photocopy, fax, and collate documents as needed.
• Arrange travel, accommodations, itineraries, and all correspondence related to arrangements as needed.
• Prepare reports, presentations, and data, as well as maintain files, records, and correspondence for meetings.
• Responsible to create and maintain standard operating procedures for all tasks regarding this position.
• Manage employee activities and events.
• Provide assistance to the Development Team as assigned by the CEO.
• Perform other duties and administrative functions as assigned by the CEO.

Knowledge and Skills:

• Must understand and be sensitive to the dynamics of domestic violence in our society.
• Ability to thrive in a flexible, fast-paced and growth orientated environment, while maintaining a positive attitude and solution-orientated approach.
• Be able to work in a calm, logical and effective manner.
• Must be flexible in working hours to deal with any situations that might arise.
• Must be able to effectively communicate with volunteers and external contacts.
• Must be able to manage multiple priorities.
• Be self-motivated, take initiative, and demonstrate a professional attitude at all times.

DFWP/Equal Opportunity Employer

Job Type: Full-time

Pay: $20.43 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

COVID-19 considerations:
Employees must wear masks in common areas, temperatures are taken at the beginning of each shift and all staff members must be vaccinated or have a legitimate exemption.

Education:

• High school or equivalent (Preferred)

Experience:

• Office: 5 years (Preferred)
• Microsoft office suite: 5 years (Preferred)

Work Location: One location