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Executive Assistant/Internal Communications Specialist

The Executive Assistant/Internal Communication Specialist serves as a strategic partner to the President & CEO and plays a central role in advancing organizational alignment, communication, and operational effectiveness.

This position is responsible for:

Providing high-level executive support to the CEO.
Leading and managing internal communications across the agency.
Supporting executive leadership coordination and agency-wide initiatives.
Enhancing employee engagement through clear, consistent, and mission-driven communication.
Overseeing special projects that strengthen organizational culture and operational alignment.

The role requires exceptional judgment, discretion, initiative, and the ability to manage complex priorities in a fast-paced environment.

This position may involve acquiring, accessing, using, and safeguarding Protected Health Information in accordance with applicable law and agency policies.

ESSENTIAL JOB FUNCTIONS

Executive Support to the President & CEO

Strategic Executive Partnership

Serve as a trusted advisor and strategic thought partner to the CEO.
Proactively manage the CEO’s priorities, ensuring alignment with strategic goals.
Anticipate needs and provide forward-looking support to enhance executive effectiveness.
Track and monitor key initiatives, deadlines, and executive deliverables.
Prepare briefing materials, executive summaries, reports, and presentations.

Executive Operations & Administrative Leadership

Manage an extremely active and dynamic calendar with strategic prioritization.
Coordinate complex meetings, travel, itineraries, and logistics.
Screen and prioritize correspondence, drafting responses when appropriate.
Research and analyze issues presented to the CEO and recommend action steps.
Prepare confidential correspondence, reports, and communications.
Reconcile corporate credit card expenses and prepare monthly expense reports.
Maintain confidentiality and professionalism at all times.
Perform other related duties as assigned.

Executive Team Coordination

Coordinate Executive Leadership Team meetings and retreats.
Develop agendas in partnership with the CEO.
Attend meetings as needed and document action items and follow-up responsibilities.
Monitor progress on executive team commitments and cross-department initiatives.

Internal Communications Strategy

Develop and implement a comprehensive internal communications strategy aligned with the agency’s strategic plan.
Ensure consistent messaging that reinforces mission, vision, values, and culture.
Establish structured communication pathways between executive leadership and staff.
Design and implement communication plans for organizational changes, initiatives, and major announcements.
Evaluate communication effectiveness and adjust strategies accordingly.

Employee Engagement & Culture Support

Support leadership in strengthening workplace culture through transparent communication.
Develop and deliver internal messaging that promotes employee recognition, engagement, and morale.
Coordinate CEO messaging including staff updates, town halls, video messages, and written communications.
Partner with HR and leadership to support employee wellness and engagement initiatives.
Assist with internal campaigns that promote workforce stability and retention.

Content Development & Messaging

Draft internal announcements, newsletters, executive updates, and agency-wide communications.
Develop talking points and communication tools for leadership.
Translate complex policy or strategic initiatives into accessible messaging for staff.
Maintain brand consistency across internal communications materials.
Develop visual materials (charts, dashboards, presentations) to support executive communication.
Coordinate internal calendar of events and major agency milestones.
Ensure timely dissemination of information across departments and programs.

Event & Initiative Support

Assist in planning agency-wide meetings, leadership retreats, and staff engagement events.
Coordinate logistics including facilities, vendors, communications, and budgets.
Develop internal communications materials to support agency campaigns and events.

Education & Experience

Associate’s degree in related field required; bachelor’s degree preferred.
Five (5) to ten (10) years of executive-level administrative experience.
Experience in internal communications, organizational development, or corporate communications strongly preferred.
Experience supporting senior executives in complex organizations preferred.
Possession of a valid, State of Florida driver’s license to operate the motor vehicle operated; Requirement exists at the time of hire and as a condition of continued employment.

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