Executive Assistant at Parc Center for Disabilities

Saint Petersburg, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

17 Jul, 26

Salary

70000.0

Posted On

18 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Calendar Management, Executive Support, Project Coordination, Vendor Management, Event Planning, Microsoft 365, Outlook, Teams, Word, Excel, PowerPoint, SharePoint, Communication, Time Management, Organizational Skills, Discretion

Industry

Non-profit Organizations

Description

Description Mission & Vision Parc Center for Disabilities is the premier provider of life-changing services to children and adults with developmental disabilities in the Tampa Bay area. Our vision is a community where all individuals live with dignity and are treated with respect. Our shared purpose is to ensure our participants have an exceptional experience each and every day. Position Summary Under the general direction of COO, the Executive Assistant is responsible for supporting the Chief Operating Officer, Vice President of Operations, and administratively support other departments as needed with special projects. This role is critical to ensure smooth day-to-day operations, effective communication across departments, and timely execution of key operational and capital initiatives. This is an opportunity to work closely with senior leadership and make a meaningful contribution to impact on operational excellence. Requirements Essential Responsibilities Manage complex calendars and executive email inboxes ensuring priorities are addressed efficiently. Coordinate across departments tracking timelines, dependencies, and action items to include but are not limited to maintenance issues and project execution Monitor and follow up on maintenance schedules and capital project timelines to ensure milestones and deadlines are met Assist with management and scheduling of capital projects, coordinate meetings, track approvals, maintain documentation, and support timeline execution Prepare meeting agendas, presentations and detailed notes; distribute summaries and follow up on assigned actions Build and manage vendor/contractor relationships Assist with planning and support for internal and external events; to include attending events outside of business hours when necessary (evenings/weekends) Maintain highly organized records and workflows Serve as backup support to the EA to the President/CEO when unavailable Provide administrative support to other C-Suite executives as needed Other appropriate responsibilities as determined by management. Education, Training and Experience Requirements High School Diploma or equivalent required. Bachelor’s degree preferred. 5+ years supporting senior leaders (C-suite or VP-level preferred) Demonstrated ability to manage multiple priorities simultaneously while meeting deadlines Strong follow-through to ensure projects and action items are completed accurately and on time Excellent organizational, communication, and time-management skills Proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, SharePoint) High level of professionalism, discretion, and judgment Special Certifications, Registrations, Licenses or Other Requirements Valid Florida Drivers’ License with acceptable driving record. Communicate effectively in English both verbally and in writing Parc Center for Disabilities is proud to be a Drug-Free Workplace. Employees must pass Level II background check. Knowledge, Skills & Abilities A heart for people first and foremost. Have a collaborative, agile approach, with a growth mindset. The ability to quickly pivot is important. Have a learning attitude and natural curiosity for how things work, with a desire to improve processes and procedures without judgement for how things were done in the past. Be able to lift up to 50 pounds if needed. Able to use independent judgment, prioritize and organize a diversified workload in a fast-paced environment. The ability to work with confidential materials Excellent analytical, written, and verbal communication & employee interaction skills Proficient in the Microsoft Office Suite, and other electronic tools Schedule: Normal business hours are Monday through Friday, 8:00 AM to 5:00 PM. Your schedule may vary depending on business needs and other factors. This is an on-site role. Benefits Package 10 Paid Holidays 18 PTO Days and 2 Personal Days Health, Dental, & Vision coverage, STD, Accident, Critical Illness, Life & AD&D. Health Savings Accounts and Flexible Spending Accounts Employee Assistance Program Tuition Reimbursement 403(b) Retirement Plan

Responsibilities

The Executive Assistant supports the COO and VP of Operations by managing complex calendars, coordinating departmental projects, and ensuring operational milestones are met. They also handle administrative tasks, vendor relationships, and event planning to facilitate smooth day-to-day operations.