Executive Administrative Assistant

We are seeking compassionate, dedicated individuals to join the Suncoast Center community mental health services team. Since 1944 we have provided emotional wellness and trauma services to individuals and families.  Our employees thrive in a family environment where diversity and inclusion are a priority. We offer a competitive salary and health & welfare benefit package.  We offer 20 days off within your initial first year and 5% employer match on a 403(b) Plan.

Minimum Qualifications:

      Education:  Bachelor’s degree in Business Administration related field required

Experience: At least four years in an executive secretarial level position or equivalent interaction with senior management. Provide administrative support to CEO, Executive Management staff, Board of Trustees, and other agency personnel as needed. Must be able to maintain highest level of confidentiality. Ability to handle sensitive material concerning organization and the executive’s role with the organization. Demonstrated ability to multi-task, advanced knowledge of Microsoft Office and other related software applications, good spelling and grammar skills. Ability to meet designated deadlines.  

       Driving Requirements: Must have a valid Florida driver’s license and a driving record that is acceptable to Suncoast Center. 

 Additional Requirements:  Must be able to complete a level II background screening and local county screenings with acceptable results prior to hire and throughout employment and pre-employment drug test in compliance with Florida Law, prior to hire and throughout employment. Must be at least 21 year of age. Must be able to provide official transcripts directly from the college. 

Working Conditions:  Indoor work. Over forty hours as needed, especially when preparing for board meetings; local travel for agency errands, meetings and training; exposure to multiple, simultaneous deadlines, high-stress position.  Ability to work in an office environment with multiple projects and deadlines. Interaction with board members, and the public, including funders and donors.

 Computer Literate: Advance knowledge of Microsoft Office Suite, Adobe and other software packages; calculator; mail machine; copier.  Proficient use of internet search engines.  Ability to design/create graphs, diagrams, and flow charts to communicate concepts through appropriate computer software products.  

 Job Duties:

• Manages the CEO’s calendars and schedules appointments.
• Prepares agendas, notices, minutes and resolutions for corporate meetings.
• Performs complex and confidential administrative functions, including developing typed and written correspondence. Responds to routine external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents.
• Provides supports for CEO, Executive and Management Team, Board of Trustees.
• Type and distribute plans and other communications to staff and managers.
• Creates and maintains database and spreadsheet files.
• Prepares the CEO’s expense reports.
• Maintains confidentiality of all corporate, personnel and research matters.
• Assists with the distribution of stakeholder and community needs surveys.

Event Coordination: Works closely with the executive team and the communications department to establish and provide community facing events that are designed for raising awareness and fundraising.

• Other duties as assigned or assumed

·         Project coordination to include the following duties:

1.      Works closely with the Chief Compliance Officer for preparation for site visit and monitoring preparation.

2.      Maintain Planning and Tracking calendar for:

a.       Current funding renewal requirements and application cycles. 

b.      Known funding entities and their annual granting processes & cycles. 

c.       Maintain list of agency funding priority and needs, seeking match to need and funding opportunities.

d.      Track and report on all grant submissions and awards each month.

3.      Project Management of ongoing funding applications

a.       Including coordination with contracts manager regarding renewal application requirements; outlining and coordination of responsible parties submission for applications; editing for internal consistency among documents and that all proposals are clear, concise, and follow the application submission guidelines; coordinating internal review, edits and pre-submission scoring.

b.      Timely submission of full grants

Special Requirements:

• Ability to interface well with all departments of the company and to represent the CEO and executive team in a highly professional manner. To maintain the highest level of confidentiality. Multi-tasked orientated.
• Excellent customer service skills

Proficiencies:

• Problem solving-the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
• Interpersonal skills-the individual maintains confidentiality, remains open to other’s ideas and exhibits willingness to try new things.
• Oral communication-the individual speaks clearly and persuasively in positive or negative situations.
• Written communication-the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Planning/organizing- the individual prioritizes and plans work activities and uses time efficiently.
• Quality control- the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability- the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability- the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security- the individual observes safety and security procedures and uses equipment and materials properly.

 Suncoast Center is a drug free workplace and follows all federal and state laws regarding marijuana use