About us

Live Love Life, Inc is a small business in Holly Hill, FL. We are professional, inclusive, and growing nonprofit. Our goal is to assist others who may not have access to adequate health care and to reduce harm in the community through reductions of infections, STI's and problems associated with substance abuse.

Our work environment includes:

• Growth opportunities
• Lively atmosphere
• Modern office setting

Executive Administrative Assistant Job Description

We are looking for a self-driven, ambitious, and above competent Executive Administrative Assistant II to join our team! As an Executive Administrative Assistant II, you will support an Executive through a variety of tasks related to organization and communication for a non-profit organization. Generally, you will provide personalized secretarial and administrative support in a well-organized, thoughtful, and timely manner. You will work on a one-to-one basis on a variety of tasks related to executive’s working life and communication.

** Please read all of this job description, and ask yourself if you are right for this position. We welcome all applicants who are truly qualified, motivated and who will an asset to our organization. We are looking for someone to hit the ground running. If you are 100% confident that are the right person to take on this role, send us a message and tell us why and be sure your application is not rejected for reasons listed below.

Our Executive Administrative Assistant position has many responsibilities including providing high level administrative support to an executive in the workplace.

• A primary responsibility is to ensure efficient operation of the Executive job duties and primary responsibilities of the Executive
• The Executive Administrative Assistant works independently on standardized/recurring assignments and under the direct supervision of an Executive on complex projects analyses and tasks, as well as routine tasks.
• The Executive Administrative Assistant undertakes a range of administrative tasks that support Senior Executive and acts as first point of contact for internal and external queries
• You will oversee many different functions and, in the future, may supervise lower-level office employees

Duties and Responsibilities

• Produce and distribute correspondence memos, letters, faxes and forms
• Review incoming documents and mail
• Manage HR files and employee records and performance reviews
• Perform analytic and query work, as well as compile reports based on data
• Creates and maintains lists files and databases to enhance efficiency and productivity
• Organizes and maintains information that may be sensitive confidential or technical in nature
• Audits records for discrepancies and reconciles issues as appropriate
• Submit and reconcile budget, spending and financial reports
• Performing basic bookkeeping/clerical duties
• Create spreadsheets, managing databases, preparing presentations
• Produce reports, presentations, and briefs
• Act as the point of contact between the Executive and internal/external clients
• Handle requests and queries appropriately
• Maintain calendars, respond to & send out meeting request, and provide reminders
• Assist in the preparation of regularly scheduled reports
• Develop and carry out an efficient traditional paper and electronic filing systems
• Managing videoconferencing, fax communications and office equipment
• Conducting research
• Take dictation and minutes and accurately enter data
• Maintain contact lists
• Oversee contracts with doctors, contractors, and suppliers (i.e. shredding service, shipping agreements, utility providers, etc.) for all offices
• Supervise and approve office supply orders for all locations, maintain inventory
• Assist in planning of company meetings and events
• Completes and audits monthly reports such as payroll and petty cash.
• Train personnel at each location on shipping process & procedures
• For new offices, assist with initial startup order of supplies
• Keeps managers informed of upcoming appointments and deadlines
• May create documents transcribing from voicemail recordings or in-person meetings. Develops appropriate formats and checks for grammar punctuation and spelling
• Effectively writes Policy and Procedures as it relates to our business model
• Documenting information, taking minutes at meetings, creating agendas, notices and memos, and distributing to the appropriate parties, including Board of Director meetings
• Performs additional responsibilities as assigned

This position requires someone who has excellent verbal communication skills, good judgement, and strong time management skills to meet deadlines.

Executive Administrative Assistant requirements

• 5+ years of proven admin or assistant experience
• Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position
• Expert-level written, verbal communication skills with a diverse group of associates & Executives
• Demonstrates sound judgment in resolving matters of moderate complexity
• Must be able to communicate and interact with individuals at all levels of the organization
• Professional demeanor
• Excellent organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Sense of ownership and pride in your performance and its impact on company’s success
• Critical thinker and problem-solving skills
• Exemplary planning and time management skills
• Great interpersonal and communication skills
• Excellent Proficiency in MS Office: PowerPoint, Word, Excel, Outlook, Adobe and Social Media web platforms
• Graphic artist skills and social media marketing and skills are a plus
• Expertise with both Apple and PC computing, as well as cloud-based applications
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service
• Full comprehension of office management systems and procedures
• Up to date with advancements in office gadgets and applications
• Ability to multitask and prioritize daily workload
• Ability to work independently, exercise judgment, and maintain confidentiality
• Must be able to juggle multiple competing tasks and demands
• Demonstrates ability to influence others
• Excellent typing and data entry skills
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective working independently
• Ability to achieve high performance goals and meet deadlines in a fast- paced environment
• Demonstrates effective and professional service orientation and builds rapport with internal and external contacts.
• Consistently demonstrates the ability to evaluate and appropriately address privacy and confidentiality concerns when dealing with others
• Forward looking thinker who actively seeks opportunities and proposes solutions
• Ability to convey a positive professional image

Executive Administrative Assistant qualifications

• The ideal Executive Administrative Assistant candidate will have a Bachelor’s degree or equivalent experience
• Strong work tenure: Minimum 5 years of experience in an administrative position with at least 2 years at the executive suite level (CEO/COO)
• Finance and HR support experience a plus
• Additional qualification as personal assistant would be considered an advantage
• Knowledge of Access, Oracle, Visio, Kronos, PeopleSoft, FrontPage, Visual Basic, and Adobe Acrobat preferred
• Reliable transportation and Valid driver’s license

The Executive Administrative Assistant must be creative and enjoy working in an organization that is mission-driven, results-driven and customer service and community oriented. The Executive Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The Executive Administrative Assistant will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with minimal supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs within a fast-paced environment.

The ideal candidate will possess the ability to effectively execute plans with keen attention to detail, accuracy and timing; be an articulate / effective communicator, and able to partner with many persons across the organization.

Only applicants who also complete the Indeed skill assessments and 3 recorded phone interview questions associated with this job posting will be considered. The link to skill assessments is sent to your email address by Indeed. Look for it upon submitting your application (be sure to check your spam folder). There are multiple steps - please complete ALL steps to be considered.

We look forward to reviewing your application, assessments and the answers to the phone interview questions. We hope it will be you, who will be joining our team.

Job Type: Full-time

Pay: $22.11 - $31.24 per hour

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Holly Hill, FL: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Preferred)

Experience:

• Social media management: 1 year (Preferred)
• Social media marketing: 1 year (Preferred)
• Grant writing: 1 year (Preferred)
• Personal assistant: 2 years (Preferred)
• Communication skills: 5 years (Preferred)
• Human resources: 2 years (Preferred)
• Microsoft Excel: 5 years (Preferred)
• Microsoft Powerpoint: 3 years (Preferred)
• Adobe Acrobat: 3 years (Preferred)

License/Certification:

• Driver's License (Required)

Work Location: One location

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