About the Role
Reporting directly to the President & CEO, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. The Executive Assistant also serves as a liaison to the board of directors and leadership team, organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant will also provide support to the Director of Finance. This dual role is a position that performs a variety of administrative and clerical tasks to support and assist the accountant, accounting office, and the Executive Office in daily office needs.
Essential Functions and Job Responsibilities
Provides administrative support to ensure efficient operation of the office.
Update and maintain office policies and procedures.
Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
Exhibits polite and professional communication via phone, e-mail, and mail.
Provide a bridge for smooth communication between the CEO’s office and Board members, partners, staff, and others.
Answers phone calls, supports visitors, plan and schedules meetings, and take detailed minutes.
Write and distribute email, correspondence memos, letters, faxes and forms.
Act as the point of contact for internal and external clients.
Maintain contact lists.
Follow up on contacts made by the President & CEO, support the cultivation of ongoing relationships.
Track relationship developments in Salesforce (e.g. adding contacts, creating accounts, updating notes).
Supports major fund-raising events.
Review Bi-Weekly timesheets from all PCUL Departments/Programs to ensure accuracy and completeness. Also update Leave Balances on any accompanying Request for Leave Slip.
Order, receive and issue all office, janitorial, and copier supplies to agency staff, departments or programs as necessary.
Assist with Purchase Order System for each purchase made by PCUL Departments.
Carries out administrative duties such as filing, typing, copying, scanning, etc. as well as maintaining the filing system as appropriate for each program or agency contract agreement, etc.
Establish and maintain inventory controls pertaining to agency owned or leased properties, including furniture, computers, etc.
Type routine fiscal correspondence and reports as required and/or requested.
Assist with Accounts Payable and Receivable.
Make service calls and/or schedule repairs for all agency owned or leased machines and equipment as necessary.
Perform other related work assignments assigned by the Director of Finance, Accountant, and/or President & CEO.
Department: Executive Office
Supervisor: President & CEO
Job Type: Full-Time
Salary: up to $55,000.00 annual
Submit Cover Letter and Resume to:
Bachelor’s Degree preferred with two (2) years of secretary experience. Experience must include a minimum of one year’s Fiscal experience.
Completion of an acceptable bookkeeping course may be substituted for one (1) year of required experience.
Must have a valid Florida Driver License and reliable transportation.
Must pass a Level 2 background and drug screening.
Highly proficient with Microsoft Office Suite, preferred experience with Salesforce, and able to pick up other applications quickly.
Passion for and familiarity with the nonprofit sector and our mission.
Highly organized, and highly detail-oriented with strong project management and organization skills, able to perform and prioritize multiple tasks seamlessly.
Expert-level verbal and written communication skills.
Ability to communicate clearly in person and on the phone.
Attention to detail and problem-solving skills.
Ability to carry out responsibilities with flexibility to adapt to changing needs and goals.
ALL APPLICANTS CONSIDERED FINAL CANDIDATES FOR A POSITION WILL BE TESTED FOR THE PRESENCE OF DRUGS AS PART OF THE APPLICATION PROCESS.
About the Company
For over 44 years, Pinellas County Urban League has provided access to life-enhancing opportunities. Pinellas County Urban League is known for industry-leading expertise in economic development, housing development, health, and education. Our agency promises to increase economic value in underserved communities. We promise to increase economic value ONE person, family, business, and community at a time.