Executive Assistant to CFO

Oneblood - Orlando, FL

Full-time

Orlando, FL

Ambulatory Health Care Services

About the position

The position involves performing advanced administrative and secretarial duties in support of the President/Chief Executive Officer (CEO), Chief Financial Officer (CFO), or other designated Executive Officers, as well as the Board of Directors. The primary focus is on implementing and coordinating the day-to-day operations of the executive office, ensuring that all administrative functions are executed efficiently and effectively. This role requires a high level of professionalism and discretion, as it involves handling confidential correspondence and managing sensitive information. Key responsibilities include composing and typing confidential correspondence, prioritizing and routing incoming calls, and coordinating the preparation of notices, agendas, and support information for Board Committee meetings. The position also entails recording and transcribing minutes of meetings, maintaining a file of signed Board minutes, and coordinating activities with Board members. Additionally, the role requires maintaining the executive calendar by planning and scheduling meetings, conferences, teleconferences, and travel arrangements. The individual in this role is expected to project a positive image of OneBlood and the executive office by effectively dealing with the public, Directors, and other employees. This includes answering inquiries and directing them appropriately. The position also involves overseeing departmental copying, record keeping, and file management, ensuring that records are retained according to administrative, legal, and fiscal policies. The organization of records is crucial to provide timely availability for operational support and information retention.

Responsibilities

• Composes/types confidential correspondence.
• Prioritizes and routes incoming calls for the President/CEO, CFO or designated Executive Officer.
• Coordinates and prepares notices, agendas and support information for Board Committee meetings.
• Records and transcribes minutes and maintains file of signed Board minutes and related correspondence.
• Coordinates activities with Board of Director members.
• Maintains calendar by planning and scheduling meetings, conferences, teleconferences, and travel.
• Projects a positive image of OneBlood and the executive office by effectively dealing with the public, Directors, and other employees.
• Answers and directs inquiries appropriately.
• Oversees the department's copying, record keeping, and file management as assigned.
• Retains records according to administrative, legal, and fiscal policies and procedures.
• Organizes records according to the frequency of reference providing timely availability to support the organization's operations.

Requirements

• Associates Degree from an accredited college or university.
• Eight (8) to ten (10) years of advanced general office experience required or equivalent combination of education, training and/or experience.
• Proficient to advanced knowledge of Windows applications, including Microsoft Word, Excel, Microsoft Publisher and PowerPoint.
• Ability to compose/write business correspondence.
• Knowledge of standard business operating procedures.
• Knowledge and operation of standard office equipment.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to interpret a variety of instructions furnished in written, oral diagram or schedule form.
• Ability to communicate effectively orally and in writing.
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work.
• Ability to advance the reputation of OneBlood using a polished image, strong telephonic presence and confident interaction with community leaders, board members, donors and employees.