Executive Assistant

Reports to

Chief Finance & Operations Officer and coordinates closely with other members of the Executive Leadership Team and Foundation staff.

Type of Job

Full Time

Published Date

March 11, 2022, 5:00:00 AM

About the position

POSITION SUMMARY

The Executive Assistant directly supports the mission of the Everglades Foundation by providing impeccable, executive-level administrative support to the Chief Executive Officer and Chief Finance & Operations Officer and coordinating and overseeing special projects. The Executive Assistant manages the executive officers’ calendars and schedules, coordinating both their internal and external meetings.  The Executive Assistant answers non-routine correspondence, works with and assembles confidential and sensitive information, and communicates with management, staff, board members, donors, and customers via phone and email while maintaining a friendly, warm, and professional demeanor.  The Executive Assistant demonstrates independence and sound judgment to ensure all tasks are completed accurately and delivered with quality and in a timely manner.


The Executive Assistant is team and results-oriented and is committed to achieving the organization’s mission. The Executive Assistant has highly developed organizational, interpersonal, and communication skills and a helpful, positive attitude.  The Executive Assistant presents the highest level of professionalism and is comfortable communicating with the offices of business, governmental, and cultural leaders.  The Executive Assistant is able to handle sensitive and confidential information with discretion and is capable of assessing, managing, and successfully completing multiple competing priorities with minimal direction.  The Executive Assistant works well under pressure and on deadline, thinks analytically, and proactively solves problems.


Primary Responsibilities

  • Provide high-level administrative support to the Chief Executive Officer and Chief Finance & Operations Officer

  • 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

  • Facilitate communication and reciprocal exchange of information between Chief Executive Officer, Chief Finance & Operations Officer, and members of the Leadership Team.  Maintain open and effective communication and helpful rapport with all levels of Foundation staff

  • Manage the calendars for the Chief Executive Officer and Chief Finance & Operations Officer. Align and coordinate their activities.  Determine 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 Chief Executive Officer and Chief Finance & Operations Officer

  • Coordinate travel arrangements, prepare itineraries, and plan logistics for trips, meetings, and events

  • Manage, prepare, and reconcile expense reports and corporate credit card statements for Chief Executive Officer and Chief Operating Officer

  • Assess and prioritize the urgency of situations and determines appropriate action

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

  • Answer phone calls, take messages, and greet visitors and determine whether callers and guests should be granted access to specific individuals

  • Support Director of Board & Employee Relations with Human Resources functions as needed

  • Other tasks and duties as assigned by the Executive Officers


Knowledge, Skills, and Abilities


  • Proficient in computer programs and software such as Microsoft Office Suite (Word, Excel, Power Point), database management, email, internet use and research, etc.

  • Exceptional verbal and written communications skills and strong proofreading skills

  • Highly organized and detail-oriented

  • Must present the highest level of professionalism and ethics

  • Ability to be flexible and work under deadlines and time constraints

  • Capability to assess, manage, and successfully complete multiple competing priorities

  • Able to handle sensitive and confidential information, including legal, financial, and/or Human Resources data, with discretion

  • Able to proactively solve problems and think analytically

  • Able to take and follow direction and receive and respond appropriately to construction criticism

  • Punctual, reliable, and self-directed

  • Maintain current knowledge of all Foundation policies and procedures.

  • An optimistic outlook and enthusiastic attitude

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

  • Ability to effectively work remotely, independently, and under limited supervision


Qualifications

  • Bachelor's degree

  • A minimum of two years' experience in a high-level administrative position


Accountability


The Executive Assistant reports directly to the Chief Finance & Operations Officer and  coordinates closely with other members of the Executive Leadership Team and Foundation staff.


Location


The Foundation’s main office is located in Palmetto Bay, Florida, in southern Miami-Dade County.


Travel and Schedule


This is a full-time position with the opportunity for occasional remote work from home. Occasional weekend and/or evening work and local and regional travel will be required. Total time traveling is expected to be less than 20%.


How to Apply


To apply, send a cover letter, resume, and work samples to Shannon Trivino, Director of Board & Employee Relations, at strivino@evergladesfoundation.org.  No phone calls, please.

Requirements

Qualifications

  • Bachelor's degree

  • A minimum of two years' experience in a high-level administrative position

Salary

About us

About Us: The Everglades Foundation is building a better tomorrow – and if you are a top-notch digital marketing professional with the knowledge, passion, and skills to make a difference, we want to hear from you.

Founded in 1993 by a group of local outdoor enthusiasts, the Foundation is a well-respected authoritative source for scientific research on the Everglades. Our renowned scientists are passionate seekers of truth, dedicated to unearthing the facts and conducting practical analysis to help local, state, and national leaders make well-informed decisions. By coupling sound science with policy expertise, the Foundation is positioned as one of the most influential voices in the fight to restore and protect one of the world’s most unique wetlands.

The Foundation is a 501(c)(3) non-profit and a responsible employer that seeks to recruit and retain outstanding, high-performing professionals who are at the top of their fields to thrive in a dynamic, mission-driven culture committed to excellence, innovation, collaboration, and diversity.

This is an outstanding opportunity to put your creativity and marketing skills to use as part of an energetic and innovative team working to save one of America’s most important natural resources. It’s a career-defining playground if you want to jump into an exciting, hands-on role pursuing – and exceeding - ambitious goals.

Location

Palmetto Bay, FL, USA