Executive Assistant

Responsibilities Include:

▪ Provide proactive, executive-level administrative support to the CEO and CFOO. Together with the Director of Board & Executive Operations, serve as the primary point of contact on all administrative matters for the CEO and CFOO.

▪ Manage the CEO's and CFOO's calendars and scheduling, including meetings, conferences, appointments, and travel. Partner with the Director of Board & Executive Operations to align calendars, travel, and Board and Leadership Team meetings and activities.

▪ Coordinate all travel arrangements, itineraries, and logistics. Optimize scheduling by clustering appointments geographically, and prepare maps, directions, briefing materials, and background information needed for successful engagements.

▪ Anticipate, prepare, and brief the CEO and CFOO in advance of meetings, events, and other engagements, ensuring they have all necessary background materials and information. Coordinate with the Director of Board & Executive Operations on preparation for Board of Directors meetings and monthly Leadership Team meetings.

09/2026

▪ Maintain Salesforce as the system of record for the CEO's communications and meetings with donors, advocates, elected officials, business leaders, and other key contacts.

▪ Administer contract routing and signature processes for the CEO and CFOO via DocuSign. Review documents for accuracy and completeness, coordinate legal and staff review, track internal and external signatures, and file executed contracts and supporting documentation in Teams.

▪ Serve as a communication liaison for the CEO and CFOO—facilitating information flow with the Leadership Team, Foundation staff, and constituents—and exercise judgment in escalating issues to the CEO, CFOO, or Director of Board & Executive Operations as needed.

▪ Support special projects, reports, and events, including planning, research, data summary, and progress reporting—serving as a key resource on project status and information.

▪ Prepare and reconcile expense reports and corporate credit card statements for the CEO and CFOO.

▪ Manage the Conference Room calendar and ensure the space is clean, properly set, and equipped with functioning A/V ahead of meetings.

▪ Handle sensitive and confidential information with discretion.

▪ Manage multiple, often competing priorities with minimal direction—assessing urgency, determining appropriate action, and recommending solutions to the Executive Team as needed.

▪ Produce, edit, proofread, and distribute professional documents, including emails, memos, letters, meeting minutes, and presentations.

▪ Perform other duties as assigned by the Executive Officers or the Director of Board & Executive Operations.

KNOWLEDGE, SKILLS, ABILITIES

▪ Proficient in Microsoft Office Suite (Word, Excel, Power Point, Outlook, Teams), Zoom, database management, email, internet use and research.

▪ Highly organized and detail-oriented.

▪ Experience with Customer Relationship Management (CRM) platforms and software, such as SalesForce.

▪ Demonstrated commitment to the highest standards of ethics and professionalism in verbal, written, and in-person interactions, with exceptional interpersonal, communication, and proofreading skills.

▪ Availability to provide occasional weekend, evening, or early morning support to executives as needed.

▪ Ability to be flexible and perform effectively under deadlines and time constraints.

▪ Ability to handle sensitive and confidential information, including legal, financial, and Human Resources data, with discretion.

▪ Must possess a forward-thinking, solutions-oriented with strong analytical and problem-solving abilities; punctual, dependable, and self-directed.

▪ Ability to work effectively and independently in a remote environment with limited supervision.

▪ A passion and enthusiasm for the Everglades and/or the environment a plus.

QUALIFICATIONS

▪ Bachelor's degree from an accredited institution

▪ Minimum of three years of experience providing direct support for or coordinating high level functions within an executive office.

▪ Demonstrated experience supporting senior executive within an organization.

▪ Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook, Teams), Zoom, and general internet use and research.

▪ Experience with project management is preferred.

MENTAL AND PHYSICAL QUALIFICATIONS

To perform this job successfully, an individual must be able to meet the qualifications outlined above and 09/2026

satisfactorily perform the essential duties. The requirements described below are representative of those needed to perform the job's essential functions. The Foundation is committed to providing reasonable accommodations to qualified individuals with disabilities in accordance with the ADA and applicable law; contact Human Resources to request an accommodation.

• Ability to sit or stand for extended periods of time.

• Ability to concentrate and analyze information for extended periods of time.

• Able to proactively identify and resolve problems and think analytically.

• Ability to make sound, prompt decisions including under time constraints.

• Ability to read, comprehend, and produce written communications and documentation.

• Ability to operate computers, IT equipment, and other office devices, with or without assistive technology or reasonable accommodation.

• Ability to work occasional extended hours, including evenings and weekends, as needed to meet business or organizational demands.

ACCOUNTABILITY

The Executive Assistant reports directly to the Chief Finance & Operations Officer and coordinates closely with the Director of Board & Executive Operations to support CEO and CFOO’s day-to-day functions and needs. The Executive Assistant interacts with and provides an effective line of communication between the Executive Team and all members of the Foundation’s Leadership Team and staff.

This job description reflects the primary responsibilities of the position and is not intended to be an exhaustive list of all duties, responsibilities, and qualifications. The employee may be assigned additional duties as needed by the supervisor or other organizational leadership. The Foundation reserves the right to modify, add, or remove job duties at any time, with or without notice, to meet the evolving needs of the organization.