Executive Assistant

About Us

At the Early Learning Coalition of Southwest Florida, we believe early learning changes lives, and strong communities make that possible. Serving Collier, Glades, Hendry, and Lee counties, we work to ensure children have access to high-quality early learning experiences that prepare them for lifelong success.

We are seeking a highly organized, strategic, and trusted professional to serve as our next Executive Assistant supporting the Chief Executive Officer.

About the Role

The Executive Assistant provides high-level administrative and strategic support to the Chief Executive Officer (CEO) and executive leadership team. This role serves as a critical partner in executive operations, Board governance coordination, organizational communication, and strategic initiative tracking.

This is more than a traditional administrative support role. The Executive Assistant serves as a trusted liaison between executive leadership, the Board of Directors, community stakeholders, and internal teams while managing highly confidential information with professionalism and discretion.

The ideal candidate is exceptionally organized, proactive, polished, detail-oriented, and able to anticipate needs in a fast-paced executive environment.

Key Responsibilities

Executive Leadership Support

• Manage complex calendars, scheduling, appointments, and executive travel arrangements
• Prepare correspondence, presentations, reports, briefing materials, and executive communications
• Anticipate scheduling conflicts and administrative needs before they arise
• Prioritize incoming requests and ensure alignment with executive priorities
• Support executive workflow and strategic execution

Board & Governance Coordination

• Coordinate Board of Directors and committee meetings, including scheduling, logistics, agendas, and materials
• Prepare and distribute Board packets and governance documentation
• Record, transcribe, and maintain official Board and committee meeting minutes
• Support compliance with public meeting requirements and governance processes
• Prepare materials for executive leadership and Board review, including reports, resolutions, and supporting documentation

Organizational Coordination

• Track strategic initiatives, action items, and organizational deadlines
• Facilitate communication between executive leadership and departments
• Support cross-functional collaboration and operational follow-through
• Assist with organization-wide coordination of executive priorities

Communication & Stakeholder Engagement

• Serve as a liaison between the CEO, Board members, community partners, and stakeholders
• Draft executive-level communications, announcements, and correspondence
• Support public relations and community engagement activities as needed

Administrative & Operational Support

• Process expense reports, invoices, travel reimbursements, and purchasing documentation
• Assist with budget tracking and executive administrative documentation
• Maintain key organizational records, annual reports, licenses, and required documentation
• Support vendor coordination and procurement activities
• Assist with HR administrative functions as assigned

Compliance & Confidentiality

• Maintain highly sensitive and confidential information with professionalism
• Ensure organized recordkeeping and document management
• Support compliance with organizational policies, grant requirements, and applicable regulations
• Report suspected fraud or abuse in accordance with organizational procedures

Minimum Qualifications:

• High school diploma or GED
• Five (5) years of progressively responsible administrative support experience
• OR
• Equivalent combination of education, training, certification, and experience

Preferred Qualifications:

• Associate degree in Business Administration or related field
• Three (3)+ years supporting senior executives, boards, or governance functions
• Experience preparing Board materials, agendas, and meeting minutes
• Experience in nonprofit, government, education, or regulated environments preferred

Knowledge, Skills & Abilities

Successful candidates will demonstrate:

• Exceptional organizational and time management skills
• Strong written and verbal communication skills
• Executive presence, discretion, and sound judgment
• Ability to manage multiple competing priorities with accuracy
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Ability to prepare polished professional documents and communications
• Experience handling confidential and sensitive information
• Ability to build strong relationships with executives, Board members, staff, and external stakeholders
• High attention to detail and follow-through

Additional Requirements

Employment is contingent upon successful completion of:

• Level 2 background screening
• Drug screening
• Motor vehicle record review
• E-Verify employment eligibility verification

A valid Florida driver’s license, proof of insurance, and ability to travel as needed are required.

Work Schedule

Standard schedule is Monday–Friday, 8:00 AM – 5:00 PM.

Occasional evening and weekend hours are required to support Board meetings, events, and executive priorities.

Why Join Us

This is an opportunity to work directly alongside executive leadership in a mission-driven organization making a meaningful impact on children and families throughout Southwest Florida.

If you thrive in high-level coordination, executive partnership, governance support, and strategic organizational work, we encourage you to apply.

Equal Opportunity Employer

The Early Learning Coalition of Southwest Florida is an Equal Opportunity Employer and provides reasonable accommodations in accordance with the Americans with Disabilities Act.

How to Apply

Apply through Indeed with your resume.

Job Type: Full-time

Pay: $49,440.00 - $55,620.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person