Executive Assistant/Internal Communications Specialist

Executive Assistant/Internal Communications Specialist

Headquarters - Gainesville, FL 32606

Overview

Salary Range $21.63 - $24.04 Hourly Position Type Full Time Job Shift Day Education Level 2 Year Degree

Description

The Executive Assistant/Internal Communication Specialist serves as a strategic partner to the President & CEO and plays a central role in advancing organizational alignment, communication, and operational effectiveness.

This position is responsible for:

• Providing high-level executive support to the CEO.
• Leading and managing internal communications across the agency.
• Supporting executive leadership coordination and agency-wide initiatives.
• Enhancing employee engagement through clear, consistent, and mission-driven communication.
• Overseeing special projects that strengthen organizational culture and operational alignment.

The role requires exceptional judgment, discretion, initiative, and the ability to manage complex priorities in a fast-paced environment.

This position may involve acquiring, accessing, using, and safeguarding Protected Health Information in accordance with applicable law and agency policies.

ESSENTIAL JOB FUNCTIONS

Executive Support to the President & CEO

• Serve as a trusted advisor and strategic thought partner to the CEO.
• Proactively manage the CEO's priorities, ensuring alignment with strategic goals.
• Anticipate needs and provide forward-looking support to enhance executive effectiveness.
• Track and monitor key initiatives, deadlines, and executive deliverables.
• Prepare briefing materials, executive summaries, reports, and presentations.

Executive Operations & Administrative Leadership

• Manage an extremely active and dynamic calendar with strategic prioritization.
• Coordinate complex meetings, travel, itineraries, and logistics.
• Screen and prioritize correspondence, drafting responses when appropriate.
• Research and analyze issues presented to the CEO and recommend action steps.
• Prepare confidential correspondence, reports, and communications.
• Reconcile corporate credit card expenses and prepare monthly expense reports.
• Maintain confidentiality and professionalism at all times.
• Perform other related duties as assigned.

Executive Team Coordination

• Coordinate Executive Leadership Team meetings and retreats.
• Develop agendas in partnership with the CEO.
• Attend meetings as needed and document action items and follow-up responsibilities.
• Monitor progress on executive team commitments and cross-department initiatives.

Internal Communications Strategy

• Develop and implement a comprehensive internal communications strategy aligned with the agency's strategic plan.
• Ensure consistent messaging that reinforces mission, vision, values, and culture.
• Establish structured communication pathways between executive leadership and staff.
• Design and implement communication plans for organizational changes, initiatives, and major announcements.
• Evaluate communication effectiveness and adjust strategies accordingly.

Employee Engagement & Culture Support

• Support leadership in strengthening workplace culture through transparent communication.
• Develop and deliver internal messaging that promotes employee recognition, engagement, and morale.
• Coordinate CEO messaging including staff updates, town halls, video messages, and written communications.
• Partner with HR and leadership to support employee wellness and engagement initiatives.
• Assist with internal campaigns that promote workforce stability and retention.

Content Development & Messaging

• Draft internal announcements, newsletters, executive updates, and agency-wide communications.
• Develop talking points and communication tools for leadership.
• Translate complex policy or strategic initiatives into accessible messaging for staff.
• Maintain brand consistency across internal communications materials.
• Develop visual materials (charts, dashboards, presentations) to support executive communication.
• Coordinate internal calendar of events and major agency milestones.
• Ensure timely dissemination of information across departments and programs.

Event & Initiative Support

• Assist in planning agency-wide meetings, leadership retreats, and staff engagement events.
• Coordinate logistics including facilities, vendors, communications, and budgets.
• Develop internal communications materials to support agency campaigns and events.

Qualifications

Education & Experience

• Associate's degree in related field required; bachelor's degree preferred.
• Five (5) to ten (10) years of executive-level administrative experience.
• Experience in internal communications, organizational development, or corporate communications strongly preferred.
• Experience supporting senior executives in complex organizations preferred.
• Possession of a valid, State of Florida driver's license to operate the motor vehicle operated; Requirement exists at the time of hire and as a condition of continued employment.