Executive Assistant

Job Details

Job Location: Bearss Home Office - Tampa, FL 33613Position Type: Full TimeEducation Level: High SchoolSalary Range: $60,000.00 - $65,000.00 Salary/yearTravel Percentage: NegligibleJob Shift: DayJob Category: Admin - Clerical

Position Summary

The Crisis Center of Tampa Bay brings help, hope and healing to people facing serious life challenges or trauma resulting from sexual assault or abuse, domestic violence, financial distress, substance abuse, medical emergency, suicidal thoughts, emotional or situational problems. The primary responsibilities of the Executive Assistant are to assist the Senior Management team with a wide range of administrative and planning activities. The Executive Assistant reports to the President and Chief Executive Officer.

 

Duties and Responsibilities

• Provides high-level administrative support to the President/CEO and Senior Management Team, including complex calendar management, meeting coordination, written communications, and stakeholder liaison.
• Supports the Board of Directors by coordinating all Board meetings, including agenda development, preparation and distribution of Board materials, communication with Board members, and accurate minute-taking.
• Maintains the agency’s HRIS records for Board members, including annual compliance documentation, background screenings, goals tracking, and secure access to Board materials.
• Supports Board Committee Chairs by scheduling committee meetings, coordinating communications, preparing materials, tracking attendance, and recording minutes.
• Coordinates agency-wide and leadership meetings (e.g., All Staff, Leadership Council, Senior Management Team), including scheduling, agenda distribution, minute-taking, and logistical arrangements.
• Manages administrative resources for Senior Management and Board members, including business cards, name tags, and shared meeting room calendars.
• Provides logistical and operational support to Senior Management, including supply coordination and internal deliveries as required.
• Maintains strict confidentiality of agency, personnel, governance, and research-related information.
• Actively contributes to the agency Wellbeing Committee, supporting initiatives that enhance employee engagement, wellbeing, and workplace culture.
• Oversees and maintains The Hub (agency intranet), ensuring timely and engaging employee communications, recognition, events, and organizational updates.
• Coordinates with the Talent Management team to administer monthly employee and volunteer MVP recognition, including selection support, award preparation, presentation scheduling, and promotion via internal platforms.
• Participates in Performance Quality Improvement (PQI) activities and supports accreditation and reaccreditation processes through documentation, coordination, and data support.
• Undertakes additional duties as assigned to support the President/CEO and Senior Management Team.

 

Required Competencies

• Cooperation/Teamwork - Works toward win/win solutions. Deals with conflict collaboratively. Discusses root causes underlying the problem. Develops effective working relationships.
• Engaging Communication - Relates to people in an open, honest, sincere manner. Treats people with respect. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with leadership and coworkers.
• Customer Service (Internal & External) - Recognizes and attends to important details with accuracy and efficiency. Treats customers courteously. Responds to customer requests in a timely manner. Elicits feedback from customers to monitor their satisfaction. Considers both short and long-term interests of the customer in making service decisions. Proactively identifies customer needs. Takes responsibility to resolve customer complaints. Takes business or personal risks to serve customers’ long-term interests. Creates strategies to help the organization serve customers more effectively.
• Adaptability - Adapts readily to changes. Works effectively under stress. Needs m