Apply for Job: Executive Assistant to CEO at CareerSource Pinellas

PositionExecutive Assistant to CEO
Primary Job FunctionAdministration
OrganizationCareerSource Pinellas
CityClearwater
Date Needed11/30/2019
Type of PositionFull-Time
Education RequirementAssociate's
Experience Requirement3-5 years
Salary Termshourly
Description & Details

Lead, Administrative Assistant

Incredible opportunity to be a part of a growing dynamic and diverse team in a fast-paced environment. We are looking for a talented Lead Administrative Assistant who is a great communicator, detail-oriented, and able to learn quickly. This position will report to CEO and will serve as the primary point of contact on all matters pertaining to CEO.

  • Work directly with CEO on projects from start to completion
  • Assist CEO and leadership team to plan and execute strategic corporate initiatives
  • Serve as the communication liaison for CEO; compose responses to routine inquiries and forwards necessary items to appropriate recipients
  • Research, prioritize, and follow up on incoming issues and concerns addressed to CEO, including those sensitive in nature
  • Prepare and/or edit emails, letters, proposals, press releases, reports, and presentations for CEO
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Provide a wide range of complex office administration and support including email correspondence, document and contract management
  • Create and distribute communications to staff at the request of CEO
  • Communicate with customers, clients, and vendors to address any issues or concerns that may arise
  • Responsible for schedule management including the arrangement of meetings, conferences, and travel accommodations for all employees
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Perform general clerical tasks as needed, e.g. ordering supplies, directing calls, greeting visitors, managing incoming correspondence, and reviewing expense reports
  • Partner with HR to update and maintain office policies and procedures as necessary. Assist in the on-boarding process of new hires and act as a liaison with HR
  • Assist the Marketing department by periodically updating company website, intranet and social
  • Maintain and update the internal filing system
  • Project based document creation and document management including composing and editing letters, memos, reports and presentations. Prepares copy for publications and/or reports
  • Assist with development, implementation and administration of departmental office systems and procedures
  • Review, assess, route, answer and monitor follow up action steps on correspondence. Gather and analyze information required for administrative reporting
  • Proactively coordinate and manage weekly team meetings, initiatives and project lists. Planning ahead of meetings, update project schedules in order for team meetings to be efficient with ability to early-identify potential
  • Organize all team, Executive and Board of Directors meetings/events, preparing agendas, contacting participants, coordinating materials and presentations and distributing meeting
    • Direct all activities and scheduling for the meetings, including meals, presentations, logistics, technology requirements and ongoing communications
    • Serve as primary contact to Board of Directors, ensuring timely and accurate responses to requests and travel arrangements.
    • Record board/committee meetings and transcribe minutes for record retention
    • Prepare and edit presentation material, correspondence and reports, including conclusions on issues that are confidential, maintaining proficiency utilizing various software packages
    • As directed, develop board communications and supporting materials using executive-level, business writing skills. Proofread all board materials including executive summaries, minutes, packets, pre-read memos, presentations
    • Provides the highest level of integrity and confidentiality
  • Associate degree required; Bachelor’s Degree preferred
  • Proficient computer skills, including Microsoft Office and Adobe
  • Prior experience handling office responsibilities, experience in customer service, or related field
  • Excellent written, verbal communication skills; proficient in English-language business writing
  • Detail-oriented and comfortable working in a fast-paced office environment
  • Notary Public designation preferred
  • Experience working with Executive level staff
  • Five years’ experience performing administrative and office support work or equivalent combination of education, training and/or experience
How to Apply / Contact Info

Please send resume and cover letter to Nancy Schultz, HR, at nschultz@careersourcepinellas.com.

PostedSeptember 25, 2019