POSITION: EXECUTIVE ASSISTANT

DEPARTMENT: EXECUTIVE

FLSA STATUS: NON-EXEMPT

PAY GRADE: 69

STARTING RANGE: $56,781 - $72,004

General Description of Duties

The Executive Assistant provides a high-level of administrative support that requires responsible independent work in managing the general business and operations of the Trust. This role directly supports the Executive Director, leadership staff, and provides day-to-day administrative support to the Trust team of employees. The Executive Assistant is responsible for providing operational support to Trust members, coordinating Trust Board meetings, and managing the communication and documentation required as Clerk of the Trust under Florida Statutes.

Primary Tasks and Responsibilities

• Acts as Clerk of Trust.
• Manages and maintains all Trust related files and records.
• Manages the Trust business office by ensuring appropriate inventory of supplies and equipment and coordinating maintenance and upkeep of facilities and equipment.
• Handles all telephone inquiries; interprets and ensures that inquiries are directed to appropriate staff.
• Collects and distributes office mail daily.
• Schedules, prepares for and coordinates Trust Board meetings, committee meetings, special meetings, and ad hoc committees, including meeting agendas and materials.
• Ensures the Trust complies with meeting notice requirements.
• Attends all Trust meetings and records minutes of meetings according to Florida Statutes.
• Coordinates travel arrangements and prepares detailed itineraries.
• Assists in preparing reports and presentations. Ensures the Executive Director has all necessary materials for meetings.
• Acts as point of contact between the leadership team and external stakeholders.
• Coordinates the Executive Director’s calendar, commitments, events, and travel arrangements.
• Prepares and distributes correspondences, ensuring accuracy.
• Records, transcribes, and distributes minutes and notes from meetings and conference calls.
• Serves as the systems administrator for meetings management and policies and procedures software.
• Other duties as assigned.

Minimum Education and Training

• Bachelor’s degree and
• Two years of professional experience in an Executive Assistant or administrative role.

        OR

• Six years of professional experience in an Executive Assistant or administrative role.

Required Knowledge, Skills, Abilities, and Work Habits

• Strong organizational skills with attention to detail.
• Excellent communication skills (both verbal and written).
• Proficient with Microsoft Office products.
• Adept at project management.
• Ability to work independently as well as part of a team.
• Must exhibit a high level of professionalism, integrity, and discretion.
• Must be proactive, resourceful, and adaptable to change.
• Must possess strong reasoning abilities to define problems, collect data, establish facts, draw conclusions, and solve problems.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. While performing the duties of this position, the employee regularly alternates between sitting for long periods of time when using computer and computer keyboard; physically moving around from department to department. Specific vision abilities required by this position include close vision, distance vision, depth perception and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. The workplace is a temperature-controlled office environment. The noise level in the work environment is usually moderate. When outside the office work environment, the employee is occasionally exposed to outside weather conditions.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended, at the sole discretion of the Children’s Trust of Alachua County.

I have received, reviewed, and fully understand this job description. I understand that if I have any questions about my job duties, I should discuss them with my supervisor or the Executive Director. I further understand that I am responsible for the satisfactory execution of the essential functions described herein, under any and all conditions as described.

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Employee Name Printed

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Employee Signature                                                                                 Date Signed