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Ronald McDonald House Charities of Jacksonville · 7 hours ago

Executive Administrative Assistant Office Manager

Jacksonville, FL

Full-time

Onsite

Mid Level

Ronald McDonald House Charities of Jacksonville is seeking an Executive Assistant & Office Manager to provide administrative support to the CEO and oversee office operations. The role involves managing appointments, board relations, and maintaining confidentiality while ensuring smooth office functioning and supporting staff with various administrative tasks.

Non-profit Organization Management

Responsibilities

Supports the CEO and other staff with appointment setting, calendar management, travel arrangements and correspondence

Assists in board relations, including scheduling, document preparation and logistics for board meetings

Monitor progress and timelines for strategic projects and follow up with staff to ensure timely deliverables, especially on projects directed by the CEO

Maintain strict confidentiality of sensitive organizational and personnel information; ensure secure handling of CEO-related documentation and all communications

Serve as liaison with facilities management and service providers to ensure smooth functioning of office infrastructure, including maintenance, repairs and vendor access

Maintain and update executive-level files, organizational charts, policies and other administrative systems in collaboration with leadership

Screen and prioritize email and communication on behalf of the CEO; draft responses or escalate as needed to ensure timely replies

Processes CEO expenses and reimbursement claims

Coordinates staff meetings, take and disseminate meeting notes

Supports staff with employee recruitment – including the coordination of the entire process, advertising where appropriate, arranging interviews, etc

Performs backup receptionist duties: answering the phone, taking messages, filing, mail processing and office cleanliness and presentation

Runs errands, manage supplies inventory and maintain all relevant vendor relations

Provides backup support data entry in donor management software

Problem solves any technical challenges with computer systems, email and networks and expedite IT support as needed

Always provides a smiling face and helpful attitude when in contact with house guests

Attend all meetings and trainings as required

Performs other duties as assigned

Qualification

MS OfficeBachelor’s degreeNonprofit experienceTeam orientationService orientationData entryCommunication skillsOrganizational skillsTime managementProblem solving

Required

Bachelor's degree or equivalent combination of education and experience preferred

Experience in a nonprofit or healthcare environment is a plus

Outstanding oral and written communication skills

Excellent MS Office skills

Self-directed and motivated to succeed

Familiarity with nonprofit board structures, bylaws and governance support practices is an asset

Ability to handle sensitive situations with empathy, professionalism and discretion

Identifies and recommends improvements to office procedures and executive workflow for increased efficiency

Able to remain calm and responsive during urgent or crisis situations involving guest families or operations

Results-Proven Track Record - Exceeding goals and the ability to consistently make good decisions through data-driven analysis

High level of detail and accountability and ability to work professionally within a team

Fosters a welcoming and inviting environment

Highly motivated, passionate and creative team-player with ability to develop and maintain collaborative relationships with all levels within and external to the organization

Interacts with guest families and directly gathers feedback, while addressing concerns when necessary

Able to effectively and persuasively express self verbally and in writing, using correct language and grammar in a professional, diplomatic and tactful manner

Able to work independently with minimal supervision, complete actions within established deadlines and handle multiple priorities with strong attention to detail

Availability to work evenings and weekends, as well as extended hours in and around the House, as needed

Proficient knowledge of Microsoft Office and other systems as assigned