Job Title: Executive Assistant to the Chief Executive Officer
Division/Department: Administration / Office of the Chief Executive Officer
Reports To: Chief Executive Officer
Employment Type: Full-Time
Employment Classification: Exempt
Pay Range: $62,000–$75,000
Position Summary
The Executive Assistant to the Chief Executive Officer (CEO) provides high-level executive, administrative, organizational, and confidential support to the CEO and serves as a key liaison between the Office of the CEO, the Board of Directors, the Chief Operating Officer (COO), employees, donors, community partners, and other internal and external stakeholders.
This position requires a high degree of professional judgment, discretion, initiative, confidentiality, organization, and independent decision-making. The Executive Assistant manages and coordinates complex executive-office activities, including the CEO's calendar, meetings, correspondence, travel, communications, special projects, Board-related activities, and follow-up responsibilities.
The Executive Assistant serves as an important representative of the Office of the CEO and is expected to establish and maintain effective working relationships with individuals at all levels of the organization and with external stakeholders.
The position operates with considerable latitude and independent judgment in managing executive-office responsibilities, prioritizing matters, coordinating organizational activities, resolving administrative issues, and determining appropriate courses of action within established organizational policies and the direction of the Chief Executive Officer.
The successful candidate will be highly organized, proactive, resourceful, service-oriented, and capable of anticipating needs, managing competing priorities, exercising sound judgment, and ensuring that commitments and assignments are appropriately tracked through completion.
Essential Duties And Responsibilities
- Executive Support
- Provides comprehensive executive-level administrative and organizational support to the Chief Executive Officer.
- Manages and coordinates a complex and dynamic calendar of appointments, meetings, events, speaking engagements, and organizational commitments.
- Uses independent judgment to identify scheduling conflicts, prioritize competing demands, and recommend appropriate adjustments to the CEO's schedule.
- Ensures the CEO's schedule is appropriately coordinated, communicated, and respected.
- Prepares the CEO for meetings, appointments, conferences, presentations, and other engagements by gathering and organizing relevant materials and information.
- Coordinates complex domestic travel arrangements, including transportation, lodging, itineraries, meeting schedules, and supporting documentation.
- Prepares and processes expense reports and other administrative documentation on behalf of the CEO.
- Drafts, edits, proofreads, and prepares correspondence, memoranda, reports, presentations, acknowledgments, and other communications for the CEO's review and signature.
- Reviews incoming correspondence, reports, requests, and other materials and determines appropriate priority, routing, and follow-up.
- Screens and responds to telephone calls, correspondence, visitors, and requests directed to the Office of the CEO, exercising discretion regarding matters requiring the CEO's direct attention.
- Serves as a liaison between the CEO and employees, the COO, Board members, donors, community partners, vendors, and other stakeholders.
- Communicates information, directives, assignments, and requests on behalf of the CEO and follows up as appropriate to ensure timely completion.
- Maintains awareness of the CEO's priorities, commitments, and organizational responsibilities and proactively anticipates administrative and operational needs.
- Maintains accurate and organized executive-office records and files, including confidential and sensitive materials.
- Prepares documents, spreadsheets, charts, presentations, reports, and other materials using appropriate technology and software.
- Provides administrative coordination for special projects and initiatives assigned by the CEO.
- Monitors deadlines and follow-up items associated with the CEO's commitments and organizational priorities.
- Exercises discretion and maintains strict confidentiality in all matters involving the CEO and the organization.
- EXECUTIVE OFFICE COORDINATION
- Serves as a central point of coordination for matters involving the Office of the CEO.
- Facilitates effective communication between the CEO, COO, internal departments, employees, and external stakeholders.
- Provides follow-up and coordination on assignments delegated by the CEO to the COO, department leaders, and other staff.
- Maintains appropriate tracking mechanisms for assignments, projects, deadlines, meetings, and follow-up items.
- Identifies matters requiring the CEO's attention and ensures that important information is communicated in a timely manner.
- Anticipates potential issues, scheduling conflicts, and administrative needs and brings appropriate matters to the CEO's attention.
- Supports the CEO in maintaining effective relationships with key internal and external stakeholders.
- Handles sensitive matters with professionalism, discretion, and sound judgment.
- Identifies opportunities to improve executive-office processes, workflow, communication, and administrative efficiency.
- Performs appropriate research and information-gathering activities to support the CEO's decision-making and organizational responsibilities.
- BOARD OF DIRECTORS SUPPORT AND LIAISON
- Serves as the administrative liaison between the Office of the CEO and the Board of Directors.
- Coordinates administrative activities associated with Board and Board Committee meetings in accordance with organizational policies, bylaws, and established procedures.
- Coordinates meeting schedules, notices, agendas, supporting materials, presentations, and other Board-related documents.
- Ensures Board members receive meeting materials within required or established timelines and in the appropriate format.
- Assists with the preparation, organization, distribution, and maintenance of Board and committee records.
- Attends Board and committee meetings as requested and provides administrative support, including recording and preparing meeting minutes when assigned.
- Maintains appropriate records of Board actions, meeting materials, correspondence, and other official documents as directed.
- Coordinates communications between the CEO, Board Chair, Board members, committee chairs, and other authorized representatives.
- Maintains a high level of confidentiality and discretion in all interactions with Board members.
- Supports compliance with applicable organizational bylaws, policies, procedures, and regulatory requirements relating to Board and committee administration.
- Coordinates administrative follow-up on Board-related assignments and action items as directed by the CEO or authorized Board leadership.
- Does not independently interpret or provide governance direction on behalf of the Board unless specifically authorized.
- EXECUTIVE COMMUNICATIONS AND EXTERNAL RELATIONS
- Supports the CEO in preparing internal and external communications.
- Drafts and edits correspondence, letters, memoranda, announcements, presentations, talking points, and other written communications.
- Maintains and updates the CEO's professional biography and other approved executive profile materials.
- Responds to authorized requests for information and materials concerning the CEO and the organization.
- Prepares acknowledgment and correspondence letters on behalf of the CEO, including communications to donors, partners, community stakeholders, and other constituents.
- Supports the CEO in maintaining professional relationships with donors, community partners, healthcare providers, governmental representatives, and other stakeholders.
- Follows up on contacts and commitments made by the CEO and supports the continuation of important organizational relationships.
- Represents the Office of the CEO professionally and appropriately in communications with internal and external constituencies.
- STRATEGIC INITIATIVES AND SPECIAL PROJECTS
- Supports the CEO with special projects and strategic initiatives that may have organization-wide impact.
- Coordinates assigned projects from initiation through completion, including timelines, documentation, communications, and follow-up.
- Conducts research and gathers information requested by the CEO.
- Prepares summaries, reports, presentations, briefing materials, and other documents to support executive decision-making.
- Monitors project milestones and follows up with appropriate individuals to support timely completion.
- Assists with the coordination of organizational events, meetings, conferences, presentations, and other executive engagements.
- Identifies opportunities to improve administrative processes and executive-office efficiency.
- Supports the CEO in coordinating organizational priorities and special assignments.
- Performs other project-related responsibilities as assigned by the CEO.
- CONFIDENTIALITY, RECORDS, AND INFORMATION MANAGEMENT
- Maintains strict confidentiality concerning executive, Board, employee, financial, operational, strategic, donor, legal, regulatory, and other sensitive organizational information.
- Exercises sound judgment regarding access to, distribution of, and retention of confidential information.
- Maintains organized electronic and physical records in accordance with organizational policies and applicable records-retention requirements.
- Uses appropriate safeguards when handling confidential documents, electronic communications, passwords, records, and other sensitive information.
- Ensures confidential information is shared only with authorized individuals and for legitimate business purposes.
- Demonstrates professionalism and discretion when working with highly sensitive or potentially confidential matters.
- Maintains appropriate security and confidentiality of information accessible through the Office of the CEO.
- OTHER DUTIES
- Performs other duties and responsibilities as assigned by the Chief Executive Officer.
- Supports the mission, vision, values, and strategic priorities of the Northeast Florida Healthy Start Coalition.
- Demonstrates professional conduct and maintains positive working relationships with employees, Board members, community partners, donors, and other stakeholders.
Additional Eligibility Qualifications
The successful candidate must demonstrate:
- Excellent written, verbal, and interpersonal communication skills.
- Exceptional organizational and time-management skills.
- Ability to manage multiple priorities, deadlines, and competing demands with accuracy and professionalism.
- Demonstrated ability to exercise discretion and independent judgment.
- Demonstrated ability to exercise discretion and independent judgment in matters affecting executive operations, organizational priorities, confidential information, stakeholder relationships, and administrative processes.
- Strong problem-solving and decision-making skills.
- Ability to anticipate needs and take initiative without requiring continuous direction.
- Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.
- Strong attention to detail and accuracy.
- Ability to interact professionally and effectively with individuals at all organizational levels.
- Ability to establish and maintain productive relationships with employees, the CEO, COO, Board members, donors, community partners, and other stakeholders.
- Ability to work effectively under pressure and respond appropriately to changing priorities and short-notice requests.
- Demonstrated ability to manage projects and follow assignments through to completion.
- Highly resourceful, dependable, and service-oriented.
- Ability to work independently while also functioning effectively as part of a team.
- Advanced proficiency in Microsoft Office applications, including Microsoft Word, Excel, PowerPoint, and Outlook.
- Proficiency / experience in CANVA.
- Ability to learn and effectively use organizational systems, databases, communication platforms, and other technology.
- Commitment to the mission, vision, and values of the Northeast Florida Healthy Start Coalition.
- Ability to work flexible hours, including occasional evenings, weekends, or non-traditional hours, when required by organizational events, Board meetings, CEO responsibilities, or business needs.
- Reliable transportation, valid driver's license, satisfactory driving record, and automobile insurance, as travel may be required.
Physical Requirements
The physical requirements described below represent those necessary to perform the essential functions of the position. Reasonable accommodations may be made for qualified individuals with disabilities in accordance with applicable federal, state, and local laws.
- Ability to safely and successfully perform the essential functions of the position.
- Ability to sit, stand, walk, speak, and hear for extended periods.
- Ability to use a computer and other office technology for extended periods.
- Sufficient hand dexterity and coordination to operate a computer keyboard, telephone, and other office equipment.
- Ability to read and interpret information displayed on computer screens and in printed materials.
- Ability to travel to alternate locations and attend meetings, events, conferences, and other organizational functions.
- Ability to lift and/or carry materials weighing up to 25 pounds when necessary.
Benefits
- Competitive pay
- Health, dental, and vision insurance
- Group Life & Supplemental Insurances
- Paid time off and holidays
- 403(b) retirement plan with employer match
FLSA CLASSIFICATION
Exempt — Administrative
The position is designated as exempt based on the nature and level of the duties assigned, including executive-office coordination, organizational operations support, special projects, Board-related administration, confidential responsibilities, and the exercise of discretion and independent judgment regarding matters of significance. Final classification should be validated against the actual duties performed and applicable federal and state requirements.
FUNDING CONTINGENCY
This position is dependent upon the continuation of funding. As such, this position may terminate when the funding is no longer available.
General Job Description Disclaimer
Nothing in this job description restricts the organization's right to assign, reassign, modify, or otherwise change duties and responsibilities to or from this position at any time, consistent with applicable laws and organizational needs.
This job description is intended to describe the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or working conditions associated with the position.
FLORIDA CARE PROVIDER BACKGROUND SCREENING CLEARINGHOUSE NOTICE
Background Screening Education and Awareness Requirement
Certain positions with the Northeast Florida Healthy Start Coalition may be subject to background screening requirements under applicable Florida law, funding requirements, contracts, or program-specific requirements.
The Florida Care Provider Background Screening Clearinghouse Education and Awareness website was implemented pursuant to House Bill 531 (2025).
As Required For Applicable Job Vacancy Advertisements And Postings
Each specified agency must include a clear and conspicuous link to the webpage on its website and provide the link in all job vacancy advertisements and posts by the qualified entity.
What this means for you: Any job announcement that requires a screening through the Clearinghouse must include a link to this website as of 1/1/2026.
Applicants for positions requiring screening through the Clearinghouse should review the Florida Care Provider Background Screening Clearinghouse Education and Awareness information before applying.
Florida Care Provider Background Screening Clearinghouse Education and Awareness Website: https://info.flclearinghouse.com
Florida Care Provider Background Screening Clearinghouse Education and Awareness Website
