Job Description

Join a dynamic team at   Healthy Start Sarasota   where every day you can make positive impacts on the health of new mothers, fathers, babies and their families. Our team provides support for services to help give every baby a healthy start in life. As a full-time, regular employee, this position will be eligible for a generous benefits package that includes medical paid for by the employer and available upon hire, employer paid retirement plan, generous paid leave time, holidays, and more!

Position Summary:

The Office Manager / Executive Assistant provides executive support in a one-on-one working relationship. The Office Manager / Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director and Associate Executive Director. The Office Manager / Executive Assistant also serves as a liaison to the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Office Manager / Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Office Manager / Executive Assistant will be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Job Title:   Office Manager/Executive Assistant

Status:   Full-time

Salary:  $48,000-$52,000, commensurate with experience

Key Responsibilities:

• Completes a broad variety of administrative tasks for the EXECUTIVE DIRECTOR including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  
• Plans, coordinates and ensures the EXECUTIVE DIRECTOR's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the EXECUTIVE DIRECTOR's time and office.
  
• Communicates directly, and on behalf of the EXECUTIVE DIRECTOR, with Board members, donors, staff, and others, on matters related to EXECUTIVE DIRECTOR's programmatic initiatives.
  
• Uses independent judgment and discretion to research, prioritize, and follow up on incoming issues and concerns addressed to the EXECUTIVE DIRECTOR, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  
• Provides a bridge for smooth communication between the EXECUTIVE DIRECTOR’S office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  
• Works closely and effectively with the EXECUTIVE DIRECTOR to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the EXECUTIVE DIRECTOR updated.
  
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the EXECUTIVE DIRECTOR, some of which may have organizational impact.
  
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the EXECUTIVE DIRECTOR's ability to effectively lead the company.
  
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  
• Serves as the EXECUTIVE DIRECTOR’S administrative liaison to the board of directors
  
• Assists board members with travel arrangements, lodging, and meal planning as needed
  
• Maintains discretion and confidentiality in relationships with all board members
  
• Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
  
• Provides weekly and monthly communication updates to both Boards.
  
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all mee tings
  
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach
  
• Performs other duties as assigned.

Requirements

• Bachelor's degree in a relevant field preferred
  
• Bilingual (Spanish/English)
  Strong work tenure: at least 3 years of experience supporting Executives, preferably in a non-profit organization
• Intermediate to advanced working knowledge of Microsoft Office Suite: Excel, Word, Outlook, Power Point, Adobe Acrobat and Quick Books.

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