About Ronald McDonald House Charities® of Central Florida
Ronald McDonald House Charities® of Central Florida finds, creates, and supports programs that directly improve the health and well-being of children and families. There are three Ronald McDonald Houses in Orlando– one on the campus of Orlando Health Arnold Palmer Hospital for Children and Winnie Palmer Hospital for Women & Babies, one on the campus of AdventHealth for Children, and one on the campus of Nemours Children’s Health.
JOB DESCRIPTION
Job Title: Executive Assistant
Department: Administrative
Reports To: President Chief Executive Officer
FLSA Status
This job description in no way states or implies that these are the only duties to be performed by the Team Member occupying this position. Team Members may be required to follow other job-related instructions and to perform other job-related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification following applicable state and federal laws.
Summary
The Executive Assistant follows the mission, goals, and objectives of Ronald McDonald House Charities® of Central Florida, Inc., to help ensure the integrity and credibility of the organization. The ideal candidate will be experienced in handling a wide range of administrative and executive support-related tasks and will be able to handle the balance of working independently and in a team environment. This person must be exceedingly well-organized, and flexible and enjoy the administrative opportunities of supporting a small team and overseeing a high volume of projects and programs.
Other requirements include the ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, being proactive, resourceful, and efficient, with a high level of accuracy. Professionalism and confidentiality are crucial to this role. High-level written and verbal communication skills, strong decision-making, and problem-solving ability, and attention to detail are equally important.
Essential Job Functions
- Provide Executive level support to the President/CEO, CDO COO, and Board of Directors with administrative needs including calendar management, assistance with preparing and answering correspondence, proofreading, etc.
- Assist the President/CEO and Executive team members with the preparation of the presentation materials.
- Work closely with the President/CEO to coordinate and fulfill hard copy mailings to donors, Board members, and other potential contacts.
- Coordinate all Board of Director activities including meeting venue selection, meals, pre-read, agenda, and Board packet materials, and completion and distribution of detailed meeting minutes.
- Coordinate BOD nomination and voting ballot distribution and results reporting, and maintain accurate tracking of all Board required activities.
- Ensure BOD onboarding materials are kept up to date; assist with new BOD onboarding as requested
- Coordinate meetings including venue scheduling, meal selection, technology set-up, and transcribing meeting notes.
- Provide timely communication with the board regarding policies, updates, and feedback, as requested by the President/CEO.
- Support the President/CEO to ensure compliance with legal and regulatory requirements related to board documentation.
- Support the President/CEO in conducting annual board self-assessments and evaluations.
- Arrange travel and reservations for Executive leaders and BOD as needed; process travel and expense reimbursements.
Ancillary Job Functions
- Continuously researches, recommends, and implements process and automation improvements.
- Assist with special projects as requested.
- Assist with gathering and compiling data to support work products from Radar and other electronic sites.
- Assist in supporting volunteers, providing house tours, and assisting at special events at off-site locations to represent RMHC leadership as requested.
Education and Experience – An equivalent combination of education, training, and experience will be considered.
- 2-4 years experience supporting Executive leaders required; 2-4 years additional general administrative assistant experience required.
- 2-4 years of Board Governance experience required
- Project management experience preferred
- Possess strong office skills and knowledge of general office equipment
- Excellent calendar management skills
- Strong proficiency in MS Office, including Word, Excel, PowerPoint, and Outlook
- Experience with assisting management with the creation of PowerPoint presentations
- Experience with scheduling travel arrangements for management
- Experience with professional writing
Knowledge, Skills, and Abilities may be representative, but not all-inclusive of those commonly associated with this position.
- Proactive problem solver who works collaboratively with others to support a positive and productive work environment
- Extremely detail-oriented and strives for accuracy
- Strong critical thinking and organizational skills
- Enjoys independent data entry and report creation
- Microsoft Office suite and Outlook proficiency, with above average skill set in Excel, Word, PowerPoint and virtual platforms.
- A multi-tasker and able to re-prioritize work daily
- Self-starter who can work independently with minimal supervision
- Ability to consistently represent C-suite and organization in a professional manner
- Excellent verbal and written communication skills
- Supply management and inventory control experience
- Effectively works with all organizational levels
- Understand when independent decisions may be made and when they need to be elevated.
- Prioritize and manage multiple projects simultaneously and follow through on assignments promptly.
- Ability to maintain confidentiality in all work and interactions
Work Environment – Environmental or atmospheric conditions commonly associated with the performance of the functions of this job.
- Exposed to moderate noise levels
- Frequent interruptions, ability to remain focused and multitask
- Regular and predictable attendance is required.
- Must be available to work irregular hours, shifts, weekends, and holidays as needed
Physical Abilities that are commonly associated with the performance of the functions of this job. The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
- Light sedentary office work. Frequently required to sit
- Must be willing and able to travel between necessary locations using a personal vehicle
- While performing the duties of this job, the employee is regularly required to stand; walk; use hands for dexterity; reach with hands and arms; climb or balance; stoop, kneel; talk, or hear.
- Must be physically capable of carrying 35 lbs.
