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/Office Manager are to assist the Senior Management team with a wide range of administrative and planning activities, to maintain the facility by arranging necessary maintenance and repairs, and to ensure staff have necessary resources and supplies to perform their role. The Executive Assistant/Office Manager reports to the President and Chief Executive Officer.
Duties and Responsibilities
• Supports the President/CEO and Senior Management team with day-to-day administrative functions such as developing written communications, arranging meetings, managing calendars, and communicating with key stakeholders.
• Supports the Board of Directors by managing the preparation of Board meetings and all related items, including generating the agenda and Board pack, communicating with all Board members, ordering food, and taking minutes.
• Supports the Board Committee Chairs by scheduling all committee meetings, communicating with the committee, tracking planned attendees, preparing materials, and taking minutes.
• Assists the Senior Management team with agency meetings, including All Staff, Leadership Council, Senior Management Team, and other relevant meetings, including scheduling, agenda distribution, taking meeting minutes, and room set-up.
• Manages the ordering/reordering of business cards and name tags for the agency and Board members.
• Manages the calendars for the agency meeting rooms.
• Receives and tracks facility requests; coordinates and monitors cleaning, repairs, and maintenance of the building and grounds with appropriate third party vendors.
• Delivers supplies and inter-office mail, drops off mail at post office daily, and runs errands, as needed.
• Ensures the facility is stocked with needed supplies, including copy room paper, restroom tissue, paper towel, and soap, breakroom coffee, tea, plates and utensils, and conference room beverages.
• Reviews interior and exterior condition of building weekly to ensure prompt awareness of maintenance and/or repair needs; upon approval, coordinates appropriate service repairs, as needed.
• Reviews fuel levels in generator tanks weekly and orders fuel, when needed.
• Maintains confidentiality of all agency, personnel, and research matters.
• Participates in the performance quality improvement (PQI) process, and uses data to improve services and outcomes.
• Performs such other duties as may be assigned by members of Senior Management or Board members.
Required Competencies
• Cooperation/Teamwork - Works toward win/win solutions. Deals with conflict collaboratively. Discusses root causes underlying the problem. Develops effective working relationships.
• Engaging Communication - Relates to people in an open, honest, sincere manner. Treats people with respect. Is friendly and approachable. Listens attentively to others. Communicates ideas clearly. Communicates appropriately with leadership and coworkers.
• Customer Service (Internal & External) - Recognizes and attends to important details with accuracy and efficiency. Treats customers courteously. Responds to customer requests in a timely manner. Elicits feedback from customers to monitor their satisfaction. Considers both short and long-term interests of the customer in making service decisions. Proactively identifies customer needs. Takes responsibility to resolve customer complaints. Takes business or personal risks to serve customers’ long-term interests. Creates strategies to help the organization serve customers more effectively
• Adaptability - Adapts readily to changes. Works effectively under stress. Needs minimal supervision. Comfortable working in a fast paced environment. Is reliable, dependable and results-oriented. Maintains productivity and composure under pressure. Effectively prioritizes work and establishes clear goals and plans.
• Problem Solving - Views problems as opportunities to create new solutions. Anticipates potential problems and analyzes alternative solutions.
• Judgment - Gathers sufficient input before making decisions. Sees interrelatedness between issues. Considers alternative solutions. Makes appropriate and timely decisions.
• Valuing & Fostering Diversity - Demonstrates respect for individual differences and establishing 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 one’s behavior and well-being; Works effectively under stress and adapting one’s style to changing situations; Comfortable working in a fast paced environment, and needs minimal supervision; Exhibits a professional demeanor.
Education and Experience
• High School degree required.
• Five years general administrative experience required; two years executive support preferred.  Experience in human service agency programs and services a plus.
• Valid Florida driver license with the ability to drive personal vehicle for business required.
Knowledge, Skills and Abilities
• This position serves on the Crisis Center of Tampa Bay’s Performance Quality Improvement Committee. Members of this committee need to have an understanding of (or ability to learn) the strategic implications and outcomes of services; appreciate the significance of stakeholders and providing the best possible service; have the ability to review data received across the organization; have the ability to brainstorm opportunities for improvement and change; and foster positive communication inside and outside of the team regarding the progress and outcomes.
• 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, determine priorities and ensure quick turnaround times are met and projects are completed with a sense of urgency .
• Possess excellent verbal and written communication skills to professionally interact with employees, board members, donors and members of the community.
• Ability to establish and maintain effective working relationships with co-workers, board members, donors and members of the community.
• Must be detailed oriented and organized.
Physical Demands/Working Conditions
Physical Requirement: Must have ability to lift and carry up to 25 lbs.  Employee must be at 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.
Working Conditions : Duties are performed primarily in an office setting.  Operates computer and standard office equipment such as telephone and copier/printer. Work is performed mainly indoors, but may require outdoor activities.
Travel : Minimal; limited to meetings, trainings and events
Hours : Typically Monday – Friday standard business hours; however, some evenings are required for meetings or special events.
Join Us!
The Crisis Center of Tampa Bay is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. The Crisis Center of Tampa Bay is also committed to compliance with all fair employment practices regarding citizenship and immigration status.
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. The Crisis Center of Tampa Bay will consider any equivalent combination of knowledge, skills, education, and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.
We want you to be YOU, and you’re encouraged to apply! Come learn more today!