Executive Assistant

We are seeking an exceptional Executive Assistant to provide high-level support to the CEO in a fast-paced, mission-driven environment. This is a hybrid role that serves the organization in 2 locations – Hobe Sound and Jupiter, Florida. This role requires a proactive, highly organized professional who thrives on managing multiple priorities, anticipating needs, and maintaining the highest level of confidentiality. The ideal candidate is detail-oriented, technologically savvy, resourceful, and possesses outstanding communication skills. A self-starter who takes initiative, solves problems, and supports the coordination of both professional and personal executive responsibilities. Key Responsibilities Executive Support • Manage the CEO's complex calendar, appointments, and scheduling. • Coordinate lunches, dinners, meetings, and events with supporters, donors, and key stakeholders. • Assist with CEO communications before, during, and after business hours as needed. • Draft correspondence, event follow-up emails, and other executive communications. • Proofread documents, presentations, and written communications with exceptional attention to detail. • Eventually manage portions of the CEO's email, responding on the CEO's behalf when directed. • Prepare and distribute a weekly executive recap. Administrative & Financial Coordination • Track and maintain records of in-kind donations and expenses. • Maintain the integrity and confidentiality of internal information, financial records, contact databases, and sensitive documents. • Coordinate regularly with the internal team and Home Office Manager to ensure seamless operations. • Maintain accurate address books, invitation lists, and supporter databases. • Meticulous note-taking, documenting and proofreading and meeting coordination. Events & Donor Relations • Assist with planning and coordinating donor and foundation events. • Draft invitations, event communications, and follow-up correspondence. • Coordinate pre-gala welcome bags by sourcing items, managing rooming lists, organizing hotel room blocks, and overseeing delivery. • Assist with events hosted at the CEO's home by coordinating invitations, cocktail menus, event graphics, and guest takeaway gifts. • Support auction and fundraising donation requests, including assembling and coordinating specialty gift baskets. Gifting & Special Projects Manage all executive gifting, marketing and communications including: Tracking gift inventory Researching and purchasing gifts Maintaining gift records Packaging and wrapping gifts Coordinating shipping and delivery Create customized gifts for various occasions, including auctions, housewarming, get-well wishes, and other special events. Develop graphics and personalized designs for custom projects and gifting initiatives Marketing & Communications Manage social media posting and engagement, including responding to comments when appropriate. Create graphics and visual materials for events, invitations, gifts, and communications. Support branding consistency across communications and event materials. Qualifications The ideal candidate will possess: • Must reside in Palm Beach County with easy access to Hobe Sound and Jupiter, FL. • Must be able to pass a level 2 background check. • Must have reliable transportation and a clean driving record. • Must be able to perform work in person up to 75% of the time. Must be available outside of normal business hours for emails, calls, texts, and events. • Bachelor’s degree in any of the following Marketing, Business Administration, Public Relations or a related field. • Minimum of 5–7 years of experience in Marketing, Executive Assistant, or other executive-level support role, or a related professional role. • Exceptional organizational and project management skills. • Outstanding written and verbal communication abilities with strong proofreading and editing skills. • Advanced technology proficiency, including Microsoft Office Suite (Excel, PowerPoint, & Word), Google Workspace (Google Sheets and Google Slides), and digital collaboration tools (Asana). • Graphic design experience (Canva, Adobe Creative Suite, or similar platforms required). • High attention to detail and accuracy. • Ability to anticipate needs and think several steps ahead. • Excellent time management with the ability to manage multiple priorities simultaneously. • Sound judgment and strong problem-solving skills. • A high level of discretion and professionalism when handling confidential information. • Flexibility and availability to support executive communications outside traditional business hours when necessary. • Comfortable lifting 25 lbs and moving around in a fast paced environment Personal Attributes We are looking for someone who is: • Honest and trustworthy • Highly motivated • Self-directed and proactive • Hardworking and dependable • Flexible and adaptable • Professional with an outgoing, positive attitude • Resourceful and solutions-oriented • Committed to excellence in every detail • Able to maintain complete confidentiality while representing the CEO with professionalism and integrity