Executive Assistant to the COO

Pioneers - Orlando, FL

Full-time - Mid Level

Orlando, FL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Assistant to the COO at Pioneers will play a crucial role in supporting the Chief Operating Officer in various administrative tasks. This position is designed for an individual who is committed to the global missions and overall vision of Pioneers, and who can effectively manage the COO's schedule, communications, and other administrative responsibilities. The Executive Assistant will be responsible for preparing correspondence, reports, documents, meeting packets, and presentations, ensuring that the COO is well-prepared for meetings and engagements. Additionally, the role involves arranging travel, itineraries, and agendas, as well as coordinating team meetings and events. The Executive Assistant will also screen calls, emails, and meeting requests, maintaining the COO's files, contracts, and records with a high level of organization and confidentiality. The ideal candidate will have 3-5 years of relevant experience working with non-profit or executive teams, demonstrating technical proficiency in MS Office 365 tools, ERP/CRM applications, and related systems. Strong problem-solving and analytical skills are essential, along with outstanding time management and organizational abilities. Excellent written, verbal, and listening communication skills are also critical for this role, as the Executive Assistant will be the point of contact for various stakeholders and will need to convey information clearly and effectively. This position requires a proactive individual who can perform other tasks as requested by the COO and contribute to the overall efficiency of the executive office.

Responsibilities

• Serve as executive assistant to the COO.
• Manage COO's schedule, appointments, email, and other communications.
• Prepare correspondence, reports, documents, meeting packets, and presentations.
• Arrange travel, itineraries, and agendas.
• Coordinate team meetings and events.
• Screen calls, emails, and meeting requests.
• Maintain COO files, contracts, and records.
• Attend meetings and take minutes as requested.
• Engage in professional development with related business systems skills.
• Perform other tasks as requested by the COO.

Requirements

• 3-5 years of relevant experience with non-profit or executive teams.
• General knowledge of executive level planning and administration.
• Technical proficiency, including use of MS Office 365 tools, ERP/CRM applications, and related systems.
• Excellent problem-solving and analytical skills.
• Outstanding time management and organization skills.
• Strong written, verbal, and listening communication skills.