Crisis Center of Tampa Bay
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, collaborates on conflict resolution and develops effective working relationships.
Engaging Communication – Relates to people in an open, honest and sincere manner; treats people with respect; is friendly and approachable; listens attentively; communicates ideas clearly and appropriately with leadership and coworkers.
Customer Service (Internal & External) – Recognizes and attends to important details with accuracy and efficiency; treats customers courteously, responds to requests promptly, elicits feedback, considers short‑ and long‑term interests and resolves complaints responsibly.
Adaptability – Adapts readily to change, works effectively under stress, needs minimal supervision, remains reliable, dependable, results‑oriented, maintains productivity and composure under pressure and prioritises work clearly.
Problem Solving – Views problems as opportunities to create new solutions, anticipates potential problems and analyses alternative solutions.
Judgment – Gathers adequate input before making decisions, sees interrelatedness between issues, considers alternative solutions and makes appropriate timely decisions.
Valuing & Fostering Diversity – Demonstrates respect for individual differences and establishes a climate where all people can be comfortable and productive through sensitivity, empathy and acceptance of cultural, racial, mental health and socio‑economic diversity.
Self‑Management – Takes responsibility for behaviour and well‑being; works effectively under stress, adapts style, remains professional and independent.
Education and Experience
High School diploma or equivalent required.
Five years’ general administrative experience, with at least two years’ executive support required. Experience in a human‑services agency is a plus.
Valid Florida driver licence and ability to drive personal vehicle for business required.
Knowledge, Skills and Abilities
Ability to learn and develop a deep understanding of the mission and vision of the Crisis Center.
Working knowledge of MS Word, Excel and Outlook, with the ability to learn additional systems software.
Ability to work independently, prioritise and ensure quick turnaround times; complete projects with a sense of urgency.
Excellent verbal and written communication skills for professional interaction with employees, board members, donors and community members.
Ability to establish and maintain effective working relationships with co‑workers, board members, donors and community members.
Detail‑oriented and organised.
Serves on the Crisis Center of Tampa Bay’s Performance Quality Improvement Committee, reviewing data and fostering positive communication inside and outside the team regarding progress and outcomes.
Physical Demands and Working Conditions Physical Requirement: Must be able to lift and carry up to 25 lbs. Employee must be able to sit, climb or balance, hear, use hands, taste/smell, stoop, kneel, crouch, crawl, stand, walk, talk and reach with hands and arms. Ability to sit for long periods of time is required.
Working Conditions: Duties are performed primarily in an office setting, operating computer and standard office equipment such as telephone and copier/printer. Work is performed mainly indoors, but may require outdoor activities as needed for events. Hours are typically Monday‑Friday 8:00 am‑5:00 pm; some evenings are required for meetings or special events.
Equal Employment Opportunity Statement CCTB is committed to a policy of equal employment opportunity and affirmative action for our applicants and employees. We apply recruiting, hiring, training, promotion, compensation and professional development practices without regard to actual or perceived race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability or other protected characteristics.
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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, collaborates on conflict resolution and develops effective working relationships.
Engaging Communication – Relates to people in an open, honest and sincere manner; treats people with respect; is friendly and approachable; listens attentively; communicates ideas clearly and appropriately with leadership and coworkers.
Customer Service (Internal & External) – Recognizes and attends to important details with accuracy and efficiency; treats customers courteously, responds to requests promptly, elicits feedback, considers short‑ and long‑term interests and resolves complaints responsibly.
Adaptability – Adapts readily to change, works effectively under stress, needs minimal supervision, remains reliable, dependable, results‑oriented, maintains productivity and composure under pressure and prioritises work clearly.
Problem Solving – Views problems as opportunities to create new solutions, anticipates potential problems and analyses alternative solutions.
Judgment – Gathers adequate input before making decisions, sees interrelatedness between issues, considers alternative solutions and makes appropriate timely decisions.
Valuing & Fostering Diversity – Demonstrates respect for individual differences and establishes a climate where all people can be comfortable and productive through sensitivity, empathy and acceptance of cultural, racial, mental health and socio‑economic diversity.
Self‑Management – Takes responsibility for behaviour and well‑being; works effectively under stress, adapts style, remains professional and independent.
Education and Experience
High School diploma or equivalent required.
Five years’ general administrative experience, with at least two years’ executive support required. Experience in a human‑services agency is a plus.
Valid Florida driver licence and ability to drive personal vehicle for business required.
Knowledge, Skills and Abilities
Ability to learn and develop a deep understanding of the mission and vision of the Crisis Center.
Working knowledge of MS Word, Excel and Outlook, with the ability to learn additional systems software.
Ability to work independently, prioritise and ensure quick turnaround times; complete projects with a sense of urgency.
Excellent verbal and written communication skills for professional interaction with employees, board members, donors and community members.
Ability to establish and maintain effective working relationships with co‑workers, board members, donors and community members.
Detail‑oriented and organised.
Serves on the Crisis Center of Tampa Bay’s Performance Quality Improvement Committee, reviewing data and fostering positive communication inside and outside the team regarding progress and outcomes.
Physical Demands and Working Conditions Physical Requirement: Must be able to lift and carry up to 25 lbs. Employee must be able to sit, climb or balance, hear, use hands, taste/smell, stoop, kneel, crouch, crawl, stand, walk, talk and reach with hands and arms. Ability to sit for long periods of time is required.
Working Conditions: Duties are performed primarily in an office setting, operating computer and standard office equipment such as telephone and copier/printer. Work is performed mainly indoors, but may require outdoor activities as needed for events. Hours are typically Monday‑Friday 8:00 am‑5:00 pm; some evenings are required for meetings or special events.
Equal Employment Opportunity Statement CCTB is committed to a policy of equal employment opportunity and affirmative action for our applicants and employees. We apply recruiting, hiring, training, promotion, compensation and professional development practices without regard to actual or perceived race, color, religion, sex (including pregnancy), gender identity, sexual orientation, national origin, age, disability or other protected characteristics.
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