Executive Assistant to President

TITLE: Executive Assistant to President & CEO

DEPARTMENT: Administrative

REPORTS TO: President & Chief Executive Officer

FLSA Status: Exempt

WORKER CATEGORY: Full-Time

EMPLOYMENT FUNCTION: Support

LOCATION: Syd & Marianne Levy Service Center

ADDRESS: 101 E Colonial Drive, Orlando, FL 32801

POSITION SUMMARY:

The Executive Assistant to the President & CEO serves as a strategic partner, trusted advisor, and operational extension of the CEO. This role provides high level executive support, ensuring the CEO's time, priorities, and relationships are managed with precision, discretion, and excellence. The EA anticipates needs, removes barriers, and creates the conditions for the CEO to operate at maximum effectiveness across a complex, fast moving organization.

The role also supports governance operations, board engagement, donor stewardship, and cross departmental coordination.

SUCCESS PROFILE:

The ideal candidate is proactive, polished, discreet, and deeply reliable. They thrive in ambiguity, think several steps ahead, and create order out of complexity, helping the CEO and C-Suite leaders to drive the strategic direction of the organization. They are a culture carrier, professional, warm, and aligned with the CEO's leadership style and values.

KEY RESPONSIBILITIES:

Executive Support & Strategic Prioritization

• Manage and optimize the CEO's calendar, commitments, and workflow, ensuring alignment with organizational priorities.

• Anticipate needs, prepare briefing materials, and ensure the CEO is fully equipped for meetings, presentations, and external engagements.

• Monitor executive email, draft responses, and follow up on key items.

• Serve as the primary gatekeeper, triaging incoming requests to protect executive focus.

• Develop dossiers, reports, and presentations aligned with org branding and communication standards.

• Assists in fund raising efforts as assigned by providing administrative support to committee chairs, Board Members, and volunteers

• Provide scheduling, travel, logistics, agenda-setting, and documentation support.

• Maintain strict confidentiality:
Handle highly sensitive organizational information, including personnel files, executive reviews, legal documents, and funding negotiations with absolute discretion.

• Manage internal and external meeting logistics, including hospitality, travel, and virtual setup.

• Process expense reports, invoices and reimbursements accurately and in a timely manner.

Board & Stakeholder Coordination

• Serve as Governance Board Liaison.

• Maintain official records, Board rosters, committee lists, bylaws, and governance compliance tracking.

• Prepare and distribute board and committee meeting notices, agendas, and packets.

• Attend all Board and Executive Committee meetings; transcribe, format, and archive official minutes.

• Coordinate Board Orientation, Annual Meetings, and the annual Board Retreat.

• Support preparation for board meetings, committee meetings, and executive leadership sessions.

• Draft correspondence, talking points, and executive communications on behalf of the CEO.

• Maintain strong relationships with board members, donors, community partners, and internal leaders.

• Database and CRM interaction:
Utilize donor software (Salesforce) to review stakeholder profiles and ensure executive interactions are logged accurately.

Stakeholder, Donor & Community Engagement

• Draft correspondence, talking points, and executive communications on behalf of the CEO.

• Maintain strong relationships with board members, donors, community partners, and internal leaders.

• Support donor stewardship by preparing briefing memos, tracking cultivation touchpoints, and coordinating executive engagement.

• Represent the Executive Office with professionalism in interactions with corporate partners, government officials, and community leaders.

• Maintain strict confidentiality regarding sensitive organizational information.

Operational Excellence & Project Management

• Oversee the flow of information to and from the CEO's office, ensuring clarity, accuracy, and timeliness.

• Track key initiatives, deadlines, and deliverables, ensuring follow up and accountability across teams.

• Independently…