Executive Assistant

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.
This position requires screening through the Florida Care Provider Background Screening Clearinghouse. Learn more at https://info.flclearinghouse.com

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