About the position

Position Summary 

The Executive Assistant directly supports the mission of the Everglades Foundation by providing executive-level administrative support to the Executive Team including the Chief Executive Officer (CEO), Chief Finance & Operations Officer (CFOO), and Director of Board & Executive Operations. The Executive Assistant serves as a point of contact on all administrative matters for the CEO & CFOO to include managing calendars and schedules, coordinating internal and external meetings, responding to and addressing inquiries, assembling confidential and sensitive information, communicating with management, staff, board members, donors, and customers. The Executive Assistant manages special projects and activities in cooperation with the Director of Board & Executive Operations. 

The Executive Assistant is forward-thinking, team- and results-oriented, and demonstrates independence and sound judgment while ensuring a high standard of professionalism, integrity, and customer service is maintained. The Executive Assistant is able to effectively manage the multiple, often changing or competing priorities of the Executive team and is comfortable communicating with the offices of business, governmental, and cultural leaders, Board members, and all levels of the Foundation’s staff.

Primary Responsibilities 

• Provide thoughtful, proactive, executive-level administrative support to the Chief Executive Officer (CEO) and Chief Finance & Operations Officer (CFOO). Along with the Director of Board & Executive Operations, serve as point of contact on all administrative matters in the office of the CEO & CFOO. 

• Manage calendars for the CEO and CFOO to include scheduling meetings, conferences, travel, and appointments. Brief and prepare the CEO & CFOO for meetings, special events, activities, and functions. 

• Collaborate daily and directly with the Director of Board & Executive Operations to coordinate and align the CEO & CFOO calendars, travel, and Board and Leadership Team meetings, events, activities, and relations. Support the Director of Board & Executive Operations in preparation of material and supplies for Board of Directors meetings. 

• Manage and coordinate travel arrangements, prepare itineraries, and plan logistics for trips, meetings, and events. Determine the best possible itinerary and travel time for out-of-office appointments, maximizing the time by clustering appointments by city, and anticipating maps, directions, or materials needed for a successful out-of-office engagement. 

• Anticipate and prepare the necessary materials and information for appointments, meetings, briefings, and conferences for the CEO and CFOO. Coordinate with the Director of Board & Executive Operations to effectively prepare for all Board-related appointments, meetings, and other matters and monthly Leadership Team meetings. 

• Centrally administer all contracts for signature by the CEO and CFOO through DocuSign. Examine documents submitted for the CEO and CFOO’s signatures to ensure accuracy and completeness. Maintain electronic signatures, ensure necessary contract review by appropriate staff and legal counsel, collect and track signatures of internal and external parties, organize and file executed contracts and supporting documentation in Teams, and coordinate appropriate internal distribution. 

• Facilitate communication, respond to and address inquiries between CEO, CFOO, and members of the Leadership Team. Exercise judgment and independent initiative in bringing information or issues to the attention of the CFO, CFOO, and Director of Board & Executive Operations. 

• Maintain open and clear lines of communication between the CEO and all Foundation staff and constituents. 

• Manage and coordinate special projects, reports, and events, including providing support in the planning, design, development, and implementation of short and long-term projects; research and summarize data; prepare status reports on plans, progress, and activities; and serve as a key resource for project information. 

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

• Manage Conference Room calendar to avoid scheduling conflicts. Maintain cleanliness and preparedness of office Conference Room to proactively ensure Conference Room is properly set and A/V equipment is functional and ready for meetings. 

• Handle sensitive and confidential information with discretion.   

• Assess, manage, and successfully complete multiple competing priorities with minimal direction. Prioritize the urgency of situations, determine appropriate action where applicable, and be prepared to recommend solutions, alternatives, and actions to the Executive Team. 

• Produce, edit, proofread, and distribute professional, accurate, and timely documents such as email, memos, letters, faxes, meeting minutes, and PowerPoint presentations. 

• Other tasks and duties as assigned by the Executive Officers and/or Director of Board & Executive Operations.

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 accurately reflects the Executive Assistant position as currently configured. However, this job description is not meant to be an exhaustive list of all the duties an employee in this position may be expected to perform. Employees are expected to perform all other duties as may be assigned and/or directed. 

This job description may be changed to include new responsibilities and tasks, or change existing ones, at any time, as the Foundation deems necessary.

Equal Employment Opportunity Statement: 

The Foundation is an equal opportunity employer that affords equal protection against discrimination to job applicants and employees. The Foundation seeks to ensure that qualified applicants will have an equal opportunity with respect to all employment practices regardless of their race, color, religion, sex, national origin, disability, age, pregnancy, marital or familial status, sexual orientation, gender identity or expression, status as a victim of domestic or dating violence, source of income, veteran status, or any other characteristic protected by law.

How to Apply 

To apply, send a cover letter and resume to Veronica Appleby, Director of Human Resources, at HR@evergladesfoundation.org or apply on Indeed or LinkedIn.