Executive Assistant

Top Job

Located in Bartow, FL

Salary: 23.00

Job Title: Executive Assistant to Executive Director
Pay: $23.00/hour (Full-Time, 40 hours/week)
Schedule: Monday–Friday, 8:00 AM – 5:00 PM (1-hour lunch)
Note: Occasional evenings and weekends may be required based on events; advance notice will be provided.

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Position Overview

We are seeking a highly skilled and proactive Executive Assistant to support our Executive Director. This is an advanced-level role, ideal for a detail-oriented professional who thrives in a fast-paced environment and can manage competing priorities with precision and discretion.

This position requires a high level of professionalism, strong organizational skills, and the ability to anticipate needs while maintaining confidentiality.

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Key Responsibilities

• Serve as the primary point of contact and gatekeeper for the Executive Director, managing all inbound communications.
• Maintain and manage a complex, ever-changing calendar with a high level of accuracy and attention to detail.
• Strategically schedule meetings and proactively adjust priorities as needed.
• Ensure the Executive Director is prepared, punctual, and informed for all meetings and commitments.
• Review, research, and route correspondence; draft communications and prepare documents as needed.
• Prepare materials and presentations for high-priority meetings.
• Take detailed meeting minutes, including board meetings, and provide timely drafts for review.
• Coordinate all travel logistics, including transportation, accommodations, itineraries, and reservations.
• Track and follow up on key initiatives to ensure timely completion.
• Manage and process executive expense reports.
• Handle confidential information with discretion and professionalism.
• Support special projects and administrative needs as they arise.
• Occasionally assist with personal and professional errands for leadership.
• Provide support to other office team members as needed.

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Qualifications

• Advanced proficiency in Microsoft Office Suite (SharePoint, Excel, Word, Outlook, PowerPoint)
• Strong organizational, time management, and multitasking abilities
• Exceptional attention to detail and follow-through
• Excellent written and verbal communication skills
• Ability to work independently and collaboratively
• High level of professionalism and discretion

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Ideal Candidate

The ideal candidate is highly organized, confident, and proactive with a “Type A” personality. They are polished, dependable, and capable of handling sensitive information while maintaining a positive and professional demeanor.

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Dress Code

Professional business attire required.

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