Executive Assistant

$55,000 - $60,000/Yr

Lakewood Ranch Business Alliance - Sarasota, FL

Full-time - Entry Level

Remote - Sarasota, FL

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Executive Assistant position at Lakewood Ranch Business Alliance is responsible for coordinating the schedule, meetings, and activities for the President/CEO, while also providing administrative support to the team. This role requires collaboration with various departments, Board Members, and external contacts, ensuring smooth office operations and effective communication within the organization. The ideal candidate will thrive in a dynamic environment and contribute to the Alliance's mission of connecting, educating, and strengthening the business community in the Lakewood Ranch region.

Responsibilities

• Overall coordination and gatekeeper of the schedule, meetings, engagements, calendar, and activities for the Lakewood Ranch Business Alliance President/CEO
• Clerical and administrative support for Alliance President
• Coordinate meetings and engagements between named Staff with all other departments, Board Members, partners, and external contacts
• Ensure office supplies are maintained, accounted for, and ordered
• Organize and maintain all Alliance facilities vendors
• Work with President on Agendas, Minutes, Event Invites, Calendar Reminders, invites for the Finance, Government Affairs, Executive Committee and Board
• Oversee details of the Alliance building facility- working with all vendors to keep building and supplies on track
• Schedule and set up high level member meetings for the President
• Assist President with tasks/errands pertaining to the President's schedule
• Assist with creating and managing schedules for the office involving the team
• Set-up and breakdown for Alliance meetings
• Coordinate with LWRCA on utilization of the meeting space
• Oversee the Annual Membership invoice process and follow-up with open invoices throughout the year
• Audit the accounts receivable for the Alliance to ensure invoices are being paid in a timely manner
• Coordinate with, and support CPA by sending invoices, updating payments, and sending notices as needed
• Open and file all mail, bills and checks
• Assist in meeting prep- agendas, taking meeting minutes, meeting set up, coordinating, and working with caterers
• Clean up and set up of pre and post meetings
• Organizing electronic documentation of council and board documents
• Assist Staff in managing and reporting data
• Maintain proper turn-around time for all activities performed in this position
• Consistently contribute to the success of the Chamber by offering suggestions and ideas
• Complete special projects as assigned
• Perform other duties as required or as assigned

Requirements

• Proven experience as an Executive Assistant or in a similar administrative role
• Associates Degree or 2 - 4 years experience in an administrative role
• Strong organizational skills with the ability to prioritize tasks effectively
• Excellent written and verbal communication skills for clear correspondence
• Proficiency in computer literacy with a strong command of Microsoft Office and Google Suite applications
• Experience in office management practices is preferred
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong attention to detail with proofreading capabilities to ensure high-quality outputs
• A proactive approach to problem-solving with strong interpersonal skills for effective collaboration within teams

Nice-to-haves

• Experience in QuickBooks (1 year preferred)
• 2 years of experience in office management (preferred)

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance