Executive Administrative Assistant

Suncoast Center, a leader in quality behavioral health services, is seeking a compassionate and dedicated Executive Administrative Assistant to join our team of caring professionals.
Suncoast Center offers a variety of programs such as intensive community based mental health, forensic programs, office-based mental health and substance use care, as well as programs designed to assist children and their families in an effort to capture the needs of the entire community. Suncoast Center has devoted over 75 years to ensuring the community has access to mental health services and support to individuals in need.
Minimum Qualifications: Education: Bachelor’s degree in Business Administration or related field required. FL Department of Health Licensure: N/A Experience: Minimum of four years of communication experience in a professional services organization. Strategic vision combined with the ability to execute using a hands-on approach. Excellent written and oral communications skills. Proven organizational and project management skills. Strong customer service orientation and the ability to build quality relationships. Proven design, branding, and content management skills for social media, web design and messaging management. Experience in public speaking, copywriting and editing, required. At least four years in an executive secretarial level position or equivalent interaction with senior management. Ability to handle sensitive material concerning organization and the executive’s role with the organization. Demonstrated ability to multi-task, advanced knowledge of Microsoft Office and other related software applications, good spelling and grammar skills. Ability to meet designated deadlines. Driving Requirements: Must have a valid Florida driver’s license and a driving record that is acceptable to Suncoast Center along with valid FL vehicle registration and insurance that is maintained throughout employment with Suncoast Center. Additional Requirements: Must be able to complete a level II background screening and local county screenings with acceptable results prior to hire and throughout employment and pre-employment drug test in compliance with Florida Law of a drug free workplace 24 hours post offer/acceptance and throughout employment. Must be at least 21 years of age. Must be able to provide official transcripts directly to Suncoast Center from the college. Working Conditions: This position does require some lifting of boxes, material, set up events, etc. This position is based at a desk while engaging in telephone calls, computer work, typing, reading, writing, with use of office related equipment. This position may require the individual to sit for an extended period, walk, drive, use copy machine, make purchases and pickups in the community. indoor work. Over forty hours as needed, especially when preparing for board meetings; local travel for agency errands, meetings and training; exposure to multiple, simultaneous deadlines, high-stress position. Ability to work in an office environment with multiple projects and deadlines. Interaction with board members, and the public, including funders and donors. Computer Literate; Advanced knowledge of Microsoft Office Suite, Adobe and other software packages, calculator, mail machine, copier, Good computer skills with Microsoft software; proposal software, donor management databases and software. Content creation software such as Canva, Adobe creative cloud products and mail chimp, or similar. Experience with social media platforms. Ability to design/create graphs, diagrams, and flow charts to communicate concepts through appropriate computer software products. Job Duties:
Full Agency Supports
Support internal and external communications related to outreach, mail/email campaigns and securing meetings Create, maintain and execute calendars for Executive Level employees to include promotion of Agency’s activities, fundraising events, and internal and external meeting supports.
Support data-driven communication analytics.
Support Internal and External meetings
Social Committee Events, Human Resource Related events, New Employee Orientation events
Execution and management of a wide variety of initiatives that align with Suncoast Center's
Event support and Event Coordination: Works closely with the executive team to establish and provide supports to internal and external events community-facing events that are designed for raising awareness and fundraising.
Co-lead on the development and execution of select events agency events.
Event Coordination: Works closely with the executive team and the communications department to establish and provide community facing events that are designed for raising awareness and fundraising.
Other duties as assigned or assumed
Project coordination to include the following duties:
Works closely with the Chief Compliance Officer for preparation for site visit and monitoring preparation.
Maintain Planning and Tracking calendar for:
Current funding renewal requirements and application cycles.
Known funding entities and their annual granting processes & cycles.
Maintain list of agency funding priority and needs, seeking match to need and funding opportunities.
Track and report on all grant submissions and awards each month.
Project Management of ongoing funding applications
Including coordination with contracts manager regarding renewal application requirements; outlining and coordination of responsible parties submission for applications; editing for internal consistency among documents and that all proposals are clear, concise, and follow the application submission guidelines; coordinating internal review, edits and pre-submission scoring.
Timely submission of full grants applications for ongoing funding and renewals. Duties related to President/CEO and C-Suite Team
Manages the CEO’s calendars and schedules appointments.
Prepares agendas, notices, minutes and resolutions for corporate meetings.
Performs complex and confidential administrative functions, including developing typed and written correspondence. Responds to routine external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents.
Provides administrative support for CEO, Executive and Management Team, Board of Trustees.
Type and distribute plans and other communications to staff and managers.
Creates and maintains databases and spreadsheet files.
Prepares the CEO’s expense reports.
Maintains confidentiality of all corporate, personnel and research matters.
Assists with the distribution of stakeholders and community needs surveys.
Board of Director Meeting minutes, Board Packets, and support for all Board of Director communication material
Manage schedule, meeting requests, and communication for President/CEO and Executive Level Team as required/requested
Attend meeting as required/requested with President/CEO and Executive Team to take meeting meetings and provide supports
Marketing related to fundraising, as requested
Donor Tracking and Communication, as requested
Grant management support
Agency outreach as requested
Social Media Supports as requested
Internal and External Mail Supports for agency
Other duties as assigned Core Competencies
The ability to function and operate as a team player, showing dignity and respect for all.
The ability to comply with all equal employment opportunities and ethical standards and regulations.
The ability to take direction in a respectful and productive manner from supervisors and managers.
The ability to work, as scheduled, in a timely fashion, and with an attitude oriented to service.
The ability to have cordial and professional relationships both within the organization and with vendors, clients and third parties.
If appropriate, the ability to produce all appropriate paperwork and reports consistent with contractual, state or federal standards, and to prepare and submit such paperwork on a timely basis.
The ability to understand and comply with Suncoast Center, Inc. policies and procedures.
The ability to render compassionate care and equal commitment to serve clients in need of healthcare assistance. Special Requirements: Ability to interface well with all departments of the company and to represent the CEO and executive team in a highly professional manner. To maintain the highest level of confidentiality. Multi-tasked orientated. Must work well under pressure and be an excellent problem-solver and team player. Must have the ability to prioritize work and meet deadlines. Strong attention to detail required. Excellent customer service skills Proficiencies:
Problem solving-the individual identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
Interpersonal skills-the individual maintains confidentiality, remains open to other’s ideas and exhibits willingness to try new things.
Oral communication-the individual speaks clearly and persuasively in positive or negative situations.
Written communication-the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
Planning/organizing- the individual prioritizes and plans work activities and uses time efficiently.
Quality control- the individual demonstrates accuracy and thoroughness and monitors their own work to ensure quality.
Adaptability- the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent changes, delays or unexpected events.
Dependability- the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
Safety and security- the individual observes safety and security procedures and uses equipment and materials properly. Suncoast Center, Inc is a drug-free work place that adheres to federal regulations as it pertains to marijuana use. EOE/ADA/VETERANS/DFWP All positions require a screening through the Clearinghouse. This site was implemented under the directive of House Bill 531 (2025). https://info.flclearinghouse.com/