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Executive Assistant

United Way of Palm Beach County

West Palm Beach, FL

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JOB DETAILS
SKILLS
Board Meeting, Calendar Management, Communication Skills, Cross-Functional, Data Collection, Decision Support, Detail Oriented, Document Management, Establish Priorities, Executive Assistant Skills , Expense Reports, File Maintenance, Hardware Virtualization, Leadership, Logistics, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Multitasking, Operations, Organizational Skills, Physical Demands, Plan Meetings, Presentation/Verbal Skills, Project/Program Management, Research Skills, Strategic Planning, Time Management, Travel Planning, Writing Skills
LOCATION
West Palm Beach, FL
POSTED
1 day ago

We are searching for an Executive Assistant who understands that great support isn't invisible and is the force that lets leadership change thousands of lives.

The Executive Assistant is the operational heartbeat of United Way Palm Beach County that impacts famlies across our community. You won't just manage documents you'll help steward a mission that touches over 100,000 a year. If you thrive at the intersection of Precision and Purpose, read on.

What you'll do.

The Executive Assistant is highly organized, proactive, and detail-oriented to support the Chief of Staff. This role is critical in ensuring the smooth execution of daily operations, strategic initiatives, and executive-level communications. This position plays a key role in enabling the Chief of Staff to operate effectively by ensuring priorities are managed, communication is streamlined, and strategic initiatives stay on track. The ideal candidate thrives in a fast-paced environment, exercises sound judgment, and maintains the highest level of confidentiality

  • Manage and optimize the President & CEO along with the Chief of Staff's calendar, including scheduling meetings, prioritizing commitments, and resolving conflicts.
  • Coordinate travel arrangements, itineraries, and expense reports.
  • Prepare meeting agendas, briefing materials, and follow-up notes.
  • Set up meeting rooms or virtual conferencing tools, ensuring all technology, materials, and logistics are prepared in advance for seamless execution
  • Works closely and effectively with the President & CEO & Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
  • Maintain general files of the President & CEO, Chief of Staff, Board of Directors and Organization.
  • Conduct research, compile data, and prepare summaries to support decision-making.
  • Assist with special projects and cross-functional initiatives.
  • Track and manage key initiatives, ensuring deadlines and deliveries are met.
  • Serves as a liaison for smooth communication between the Executive Leadership Team and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Handle sensitive information with discretion and professionalism.
  • Assist with other duties and projects that support the department's goals.
Board & Governance Support
  • Coordinate all logistics for Board of Directors meetings, including scheduling, materials distribution, and attendee communication.
  • Serve as recording secretary for Board of Directors, Governance Committee, and other board-level committees assigned.
  • Track follow-ups and action items.
  • Handle sensitive board communications with a high level of confidentiality and professionalism.
Minimum Qualifications (Knowledge, Skills, and Abilities)
• Bachelor's degree preferred or equivalent experience.
• 3-5+ years of experience supporting senior-level executives.
• Strong organizational and time-management skills.
• Exceptional written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual meeting platforms.
• Detail oriented with the ability to prioritize tasks and manage multiple projects
• Ability to manage confidential information with discretion

Very strong interpersonal skills and the ability to build relationships with donors, community partners, and stakeholders.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee may on occasion lift and/or move up to 25 pounds. The noise level in the work environment is usually moderate. Ability to work in an office cubicle.

United Way of Palm Beach County is an Equal Opportunity Employer, drug free workplace, and uses the federal government E-Verify system to verify employment eligibility

About the Company

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United Way of Palm Beach County

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