Executive Assistant

We are seeking an exceptional Executive Assistant to provide high-level support to the CEO in a fast-paced, mission-driven environment. This is a hybrid role that serves the organization in 2 locations – Hobe Sound and Jupiter, Florida. This role requires a proactive, highly organized professional who thrives on managing multiple priorities, anticipating needs, and maintaining the highest level of confidentiality.

The ideal candidate is detail-oriented, technologically savvy, resourceful, and possesses outstanding communication skills. A self-starter who takes initiative, solves problems, and supports the coordination of both professional and personal executive responsibilities.

Key Responsibilities

Executive Support
•    Manage the CEO's complex calendar, appointments, and scheduling.
•    Coordinate lunches, dinners, meetings, and events with supporters, donors, and key stakeholders.
•    Assist with CEO communications before, during, and after business hours as needed.
•    Draft correspondence, event follow-up emails, and other executive communications.
•    Proofread documents, presentations, and written communications with exceptional attention to detail.
•    Eventually manage portions of the CEO's email, responding on the CEO's behalf when directed.
•    Prepare and distribute a weekly executive recap.

Administrative & Financial Coordination
•    Track and maintain records of in-kind donations and expenses.
•    Maintain the integrity and confidentiality of internal information, financial records, contact databases, and sensitive          documents.
•    Coordinate regularly with the internal team and Home Office Manager to ensure seamless operations.
•    Maintain accurate address books, invitation lists, and supporter databases.
•    Meticulous note-taking, documenting and proofreading and meeting coordination.

Events & Donor Relations
•    Assist with planning and coordinating donor and foundation events.
•    Draft invitations, event communications, and follow-up correspondence.
•    Coordinate pre-gala welcome bags by sourcing items, managing rooming lists, organizing hotel room blocks, and            overseeing delivery.
•    Assist with events hosted at the CEO's home by coordinating invitations, cocktail menus, event graphics, and guest         takeaway gifts.
•    Support auction and fundraising donation requests, including assembling and coordinating specialty gift baskets.

Gifting & Special Projects
   

Manage all executive gifting, marketing and communications including: 

Tracking gift inventory

• Researching and purchasing gifts


• Maintaining gift records


• Packaging and wrapping gifts


• Coordinating shipping and delivery


• Create customized gifts for various occasions, including auctions, housewarming, get-well wishes, and other          special  events.


• Develop graphics and personalized designs for custom projects and gifting initiatives

Marketing & Communications

• Manage social media posting and engagement, including responding to comments when appropriate.


• Create graphics and visual materials for events, invitations, gifts, and communications.


• Support branding consistency across communications and event materials.

Qualifications

The ideal candidate will possess:
•    Must reside in Palm Beach County with easy access to Hobe Sound and Jupiter, FL.
•    Must be able to pass a level 2 background check.
•    Must have reliable transportation and a clean driving record.
•    Must be able to perform work in person up to 75% of the time. Must be available outside of normal business hours          for emails, calls, texts, and events.
•    Bachelor’s degree in any of the following Marketing, Business Administration, Public Relations or a related field.
•    Minimum of 5–7 years of experience in Marketing, Executive Assistant, or other executive-level support role, or a            related professional role.
•    Exceptional organizational and project management skills.

•    Outstanding written and verbal communication abilities with strong proofreading and editing skills.
•    Advanced technology proficiency, including Microsoft Office Suite (Excel, PowerPoint, & Word), Google Workspace        (Google Sheets and Google Slides), and digital collaboration tools (Asana).

•    Graphic design experience (Canva, Adobe Creative Suite, or similar platforms required).
•    High attention to detail and accuracy.
•    Ability to anticipate needs and think several steps ahead.
•    Excellent time management with the ability to manage multiple priorities simultaneously.
•    Sound judgment and strong problem-solving skills.
•    A high level of discretion and professionalism when handling confidential information.
•    Flexibility and availability to support executive communications outside traditional business hours when necessary.

•    Comfortable lifting 25 lbs and moving around in a fast paced environment

Personal Attributes

We are looking for someone who is:
•    Honest and trustworthy
•    Highly motivated
•    Self-directed and proactive
•    Hardworking and dependable
•    Flexible and adaptable
•    Professional with an outgoing, positive attitude
•    Resourceful and solutions-oriented
•    Committed to excellence in every detail
•    Able to maintain complete confidentiality while representing the CEO with professionalism and integrity