Executive Assistant

Overview

An Executive Assistant to the CEO at Patty Baker Humane Society Naples is the person who makes leadership possible. You're the operational partner who keeps the CEO focused on the work that matters most: leading an organization through transformation, building a team, and saving animals' lives. You see what's coming before being asked. You hold complexity and thrive as a support system in a high-paced environment.

You're the reason nothing falls through the cracks.

This is a full-time (40 hrs) position with a semi-flexible daily schedule, reporting directly to the CEO. You'll manage the CEO's calendar strategically, coordinate travel and logistics, prepare briefing materials, draft correspondence, track commitments, and ensure the CEO is always one step ahead. Some evenings and weekends are required as organizational needs arise.

• Own the CEO's calendar as a strategic tool, ensuring their time reflects organizational priorities
• Coordinate all CEO travel including transportation, accommodations, itineraries, and briefings; manage expense reports and reimbursements; handle multi-campus logistics
• Manage information flow and ensure the CEO stays ahead of commitments
• Serve as the first point of contact for the CEO's office; represent the CEO professionally to internal and external stakeholders
• Track commitments, deadlines, and action items; provide reminders and status updates; ensure follow-up and closure on outstanding items
• Ensure the CEO enters every meeting prepared and leaves with clear next steps captured
• Handle the operational details that keep the CEO's office running smoothly
• Leverage technology and AI tools to automate routine tasks and increase efficiency; identify process improvements, provide information and resources to aid the CEO in their role
• Support organizational events as needed; represent PBHSN positively in all interactions

• 3+ years of experience providing executive-level administrative support, preferably supporting a CEO, President, or equivalent senior leader
• Demonstrated ability to anticipate needs, exercise independent judgment, and work with minimal supervision
• Exceptional organizational skills with the ability to manage multiple priorities and shifting demands
• Strong time management skills with demonstrated ability to meet deadlines consistently
• Excellent written and verbal communication skills
• High degree of discretion, integrity, and professionalism; absolute commitment to confidentiality
• Technologically proficient: comfortable with productivity software, calendar management, digital communication tools, and able to learn new systems quickly
• Willingness to use AI-assisted tools and workflows
• Valid driver's license and reliable transportation
• Experience in a fast-paced or transformational environment is a plus. Bachelor’s degree or equivalent combination of education and experience is helpful. Nonprofit sector experience is valued, though private sector excellence is valued equally
• Bilingual (English/Spanish) is a bonus
• Flexible schedule including ability to work occasional evenings and weekends as organizational needs require
• Reliable transportation is a must and the responsibility of the employee
• All positions involve occasional contact with shelter animals
• Able to lift up to 50 lbs independently

• Starting at $19.00/hr
• A generous benefits package that includes:
  • Medical, dental, and vision insurance
  • Paid time off and paid holidays
  • Paid parental leave
  • $25,000 life insurance policy at no cost to you
  • Optional enrollment in supplemental insurance plans (disability, accident, etc.)
  • Optional enrollment in 403(b) retirement plan; matching contributions after one year of service
  • Discounts on veterinary services and pet food

• Apply online at (Use the "Apply for this Job" box below)./careers
• All communication with candidates will be over email and/or text - check your spam folder
• If you have technical issues or questions, please email hr
• No phone calls or walk-ins please

Candidates must be authorized to work in the United States. PBHSN is an equal opportunity employer.