Senior Executive Assistant

JOB DESCRIPTION

Now Hiring a Senior Executive Assistant

The Senior Executive Assistant provides high-level administrative support to the Board of Directors and the CEO, ensuring the efficient and effective delivery of administrative services for the Association. Reporting to the Chief Administrative Officer (CAO), the incumbent ensures timely, accurate, and well-organized follow-up, schedules, meetings and events. Coordinates with the Corporate Secretary as needed for Board related items. Represents the Association in a professional, courteous, and enthusiastic manner while delivering exceptional customer service to the Association staff, and internal and external stakeholders. This position has access to highly confidential information and must act with absolute discretion. Travel is required to prepare Board and Executive meetings and Association events. This position is based in West Palm Beach, FL. Hybrid work schedule available.

Responsibilities:

Board of Directors Responsibilities

• Aside from the CEO's executive responsibilities to the Board, act as the primary interface for Board member needs and accommodations.
• Manage all aspects of Board of Directors meetings, including notices, agendas, communications, scheduling, travel and accommodations, and director expense processing. Coordinates with Legislative Affairs staff for legislatives events regarding scheduling, travel and accommodations.
• Manage the logistics of Board and executive team meetings, including meeting locations, meals, room setup, and presentation coordination. Coordinates with IT on AV/Tech requirements for Board and ELT events, and meetings.
• Coordinate Board training sessions, including remote, virtual, and in-person formats.
• Maintain the Diligent Board platform, including assembling and posting Board and Committee materials, uploading monthly financial data, and communicating updates to the Board of Directors and Executive Leadership Team.
• Assist the Chief Financial Officer (CFO) with tracking and processing director expenses.
• Serves as the backup Corporate Secretary.

CEO Responsibilities

• Provide administrative and correspondence support for the CEO, including email and calendar management, drafting, editing, and distributing written communications and presentations.
• Coordinate and maintain the CEO's calendar ensuring deadlines and schedules are adhered to.
• Review and determine appropriate actions for incoming and outgoing communication; develop responses on behalf of the CEO when appropriate.
• Ensure timely handling or referral of communications during the absence of office staff.
• Act as a point of contact and business liaison between the CEO and internal/external stakeholders.
• Organize and maintain confidential data and information with the utmost integrity.
• Conduct research, gather relevant data, and provide insightful reports and recommendations to support the CEO's decision-making process.
• Manage CEO travel arrangements and proactively coordinate pre-trip planning with internal teams, including travel logistics, visas (as applicable), itineraries, agendas, key contacts, marketing materials, and other required preparations. Prepares CEO expense reports.
• Support special projects and initiatives for the CEO as time and priorities permit.
• Assists the Marketing Department in planning corporate events for the Association, collaborating with them as needed.
• Assist with the development and coordination of the annual Association business plan with the CAO.
• Perform other duties and special projects assigned to support organizational goals.

To qualify for this position, candidates should possess the following:

Education: Bachelor's Degree in business, communications, or a related field or equivalent work experience.

Work Experience: Minimum of five (5) years of administrative experience, or an equivalent combination of experience, education, and/or applicable certification.
C-Suite experience preferred. Knowledge of Farm Credit offerings to communicate and prioritize effectively. Well-versed in industry-specific terms to support communication and coordination.

Other Skills & Abilities:

• Ability to handle confidential and sensitive information with discretion and sound judgment.
• Ability to establish and maintain strong professional working relationships with the Board,
  Association leadership and staff across the organization
• Strong analytical skills and exceptional attention to detail. Breaks down complex issues,