Executive Assistant

Area Agency on Aging Palm Beach Beach/Treasure Coast Inc.

Your Aging and Disability Resource Center

This position is an assistant to the Executive Officers providing high-level administrative support, coordinates functions for the Board and all its committees; serves as a primary point of contact for internal and external stakeholders. This position requires handling of complex and confidential materials.

Typical duties include but are not limited to:

• Manages CEO calendar/appointments to ensure the CEO's schedule is followed and respected
• Collects, researches, and composes drafts and final correspondence for the CEO in support of Agency operations
• Supports the CEO in terms of information storage and retrieval and other matters related to the organization of Agency related matters
• Serves as a gatekeeper for the Executive Officers directing callers, welcoming visitors and responding to routine inquires for information
• Serves as Point of Contact (POC) and liaison with the Board of Directors and responsible for coordinating and setting up Agency Board and Committee meetings; handles confidential records and materials in compliance with the by-laws
• Functions as the liaison to external entities such as the Building landlord (for all areas involving maintenance and outside issues), the cleaning service or other vendors as assigned
• Prepares and coordinates the distribution of Board and Board Committee meeting agendas, handouts and other Board-related materials as well as transcribes and maintains meeting minutes
• Coordinates and processes all business travel arrangements for the CEO and senior management team including airfare, hotel, car, etc and prepares subsequent expense reports and processes requests for payment
• Participates as an adjunct member of the senior management team assisting in scheduling/attending meetings, preparing agendas and taking minutes as required
• Coordinates agency staff meeting agenda and takes minutes as required
• Responsible for the Agency's central files including maintaining retention and shredding schedule

• Provides technical assistance to staff and Board members as appropriate

Education/Experience Required:

• Bachelor's degree preferred but an equivalent combination of education and experience is acceptable
• At least five years of highly responsible experience supporting an Executive Officer preferably in a non-profit environment
• Proof of COVID-19 Vaccination

The successful candidates must be able to demonstrate proficiency in the following knowledge/skills/abilities:

• A high degree of attention to detail; self-starter; ability to effectively team
• Ability to effectively communicate and express ideas (verbally and written)
• Ability to work effectively in a high demand and fast paced environment to respond to changing priorities and react appropriately under pressure
• Proven ability to handle confidential information with discretion; demonstrate the highest level of customer service
• Demonstrated commitment to high professional ethical standards, tact and the ability to lead by example
• Strong organizational and time management skills; ability to effectively prioritize and follow through on commitments
• Knowledge of area programs, community resources and services and internal Agency practices and policies
• Demonstrated use of sound judgment, independent decision making and creative problem solving abilities
• Ability to synthesize complex or diverse data from various sources (e.g., internet, informational databases such as Aging Network and other demographic data sources) as well as be able to organize and analyze data
• Strong interpersonal skills to establish and maintain professional communications and relationships with various organizations/agencies and be able to effectively interact with other staff members, provider representatives, seniors, other partner organizations and community leaders
• Extensive knowledge of Microsoft Office products including Outlook, Word, Excel spreadsheets and other databases
• Ability to demonstrate the core values of the agency

Rate of pay:

This position pays $41,000-$45,000 depending on education and experience.

Benefit Package includes:

Agency provided employee health insurance, Life Insurance/AD&D, Vacation, Holiday and Sick Leave Programs, EAP, Educational Assistance and 401k retirement plan.

To apply for the above position:

Send your resume and a cover letter to: Human Resources Area Agency on Aging, 4400 N. Congress Ave. WPB FL 33407 attention jobs@aaapbtc.org or fax to 561-214-8678.

Please note that due to the volume of responses received, only those candidates selected for an initial phone interview will be contacted.

Also Note: Submittals without a cover letter specifying the position applied for, as well as candidates' applicable qualifications, will not be considered. Please be aware a fax cover sheet does not constitute a cover letter.