Senior Executive Administrative Specialist

HH Staffing is currently seeking an experienced Senior Executive Administrative Specialist for a non-profit organization in Sarasota!

This is a temp to hire work opportunity being offered through our staffing agency.

Work schedule is typical full time – 8am-5pm, Monday-Friday.

**About the Client**

A non-profit organization located in Sarasota is seeking an experienced Executive Administrative Specialist to join their team and support the President & CEO, and key leadership members.

Duties and Responsibilities:

1. Calendar Management:

Handle the President's calendar, scheduling appointments, and ensuring timely follow-up with various constituents and stakeholders. This includes assisting with personal notes, emails, and high-touch stewardship strategies.

2. Daily Operations:

Greet and welcome guests.

· Answer phones.

· Ensure meeting rooms are reserved, including virtual Zoom and Teams meetings.

· Manage two additional email inboxes for job postings and general information.

· Distribute and review daily emails to appropriate staff.

· Maintain daily mail, sorting and processing of check deposits.

· Inventory and placement of office supply orders for multiple locations.

· Oversee copier maintenance, scheduling, and ordering of supplies.

· Troubleshoot Wi-Fi/IT issues.

3. Board of Directors Liaison:

· Maintain all Board governance policies, articles, and by-laws.

· Administer the Board software for Board and staff.

· Monitor board member terms, attendance records, and dashboard.

· Arrange committee and board meetings, including site location, F&B, board packets, and drafting agendas.

· Attend meetings and draft Board and related Committee minutes.

· Ensure all content for the Board is accurate and up to date at all times.

4. Development Team Support:

· Assemble solicitation packets and materials.

· Assist in stewardship activities with donors.

· Provide special event management support for fundraising activities.

· Enter donor reports into Raiser’s Edge.

· Assist development team with meeting preparation and follow-up activities.

5. Compliance and Administrative Assistance:

· Assist the President & CEO and CFO with maintaining annual compliance of the Foundation.

· Work with the team on any other duties/activities as assigned.

Qualifications:

· Associate degree from an accredited educational institution or equivalent required (Bachelor’s degree preferred).

· 7+ years of extensive experience supporting senior managers and boards of directors.

· Strong evidence of administrative skills, including writing and communication skills, professional decorum, and handling sensitive issues with confidentiality and tact.

· Excellent organizational skills, ability to handle multiple projects simultaneously and plan ahead.

· Friendly disposition with a proven ability to maintain composure and flexibility in a changing environment.

· Proven professional proficiency in Microsoft Office applications including Word, Excel, Power Point; and expertise in databases and other software programs (willing to learn and master Raiser’s Edge Software).

· Flexibility and finesse to manage an executive’s schedule. Respectfully represent the President in communications.

· Superior time management abilities required.

Salary: $25+ per hour, depending on experience. Benefits package offered once hired on.