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Tampa Bay EDC is hiring an Executive Administrator & Board Liaison

Department: Executive
Reports to: President and CEO
Status: Full-Time, Exempt

Summary of Responsibilities
Principal support to the President & CEO, Chief Operating Officer (COO) and Chief Financial Officer (CFO) in all functions. Acts as a point of contact between the Board of Directors and the organization.

Essential Functions

Executive Support:
• Assess inquiries directed to the President and CEO to determine the proper course of action and ensure they are handled timely
• Prepare and brief the President & CEO for meetings, presentations, and speeches by coordinating with staff on needed research, reports, and presentation materials, including coordinating all materials, directions and A/V equipment as needed
• Maintain President & CEO’s calendar, files, and computer data
• Drafts correspondence for President & CEO and senior volunteer leadership in accordance with oral/written instruction
• Arrange and manage all travel plans for President & CEO
• Monitor, screen and respond to incoming communications for the Executive Office
• Prepare expense reports & monthly credit card reconciliations for President & CEO
• Assist COO & CFO with administrative tasks, calendaring and special projects as needed
• Serves as a liaison between the President and CEO to board members, volunteers, members, and the general public
• Develop and maintain collaborative relationships with other executive assistants in the community

Board of Directors/Executive Committee:
• Lead site selection and logistics for all Executive Committee, Board of Directors meetings, retreats, annual board orientation and any other applicable meetings as needed
• Maintain board contact lists in Outlook & Salesforce databases
• Prepare electronic files for meeting packets, documents, and other related materials as appropriate
• Prepare meeting notices, agendas, materials and minutes for Executive Committee, Board of Directors and any other committee/groups as needed
• Handle distribution of correspondences, meeting packets and other meeting related communications in a timely manner. Send reminders to board & committee members in advance of meetings and confirm quorums for meetings
• Coordinate meeting logistics including meeting room, venue, food, conference call info, materials, equipment, access, etc.
• Transcribe meeting minutes and ensure they are uploaded to Salesforce database.
• Prepare meeting notices, agendas, materials and minutes for Executive Committee, Board of Directors and any other committee/groups as needed
• Maintain an updated listing of all Board of Directors and Executive Committee members in Outlook and Salesforce databases all printed materials and website listings are updated
• Maintain board member census
• Schedule and prepares yearly tasks, particularly as related to the Board of Directors,
nominations and change of Executive Committee and Board members
• Serve as the primary point of contact for the investor portal (volunteer document
repository) and maintains/updates all information
• Document all process and procedures as necessary related to job duties and

Event Management:
• Manage registrations for all TBEDC events
• Responsible for creating and maintaining the TBEDC master calendar of events &

Investor Relations/Campaign Support:
• Maintain and update Outlook & Salesforce databases for all EDC Investors, including,
but not limited to, new investors, renewing investors, changes in status and changes in
primary contact
• Work in collaboration with Investor Relations Director to ensure that communication
flows are maintained
• Support fundraising campaigns with planning and scheduling assistance

Preferred Qualifications and Competencies
• Associates degree in related field plus six years’ experience or ten years’ senior
management/CEO support experience.
• Experience in working with boards, associations and/or nonprofit organizations preferred.
• High proficiency with using technology including, but not limited to, Microsoft Office
Suite/Microsoft 365; experience in Salesforce preferred
• Excellent verbal and written communication skills
• Excellent organizational skills with meticulous attention to detail
• Ability to establish priorities and meet deadlines efficiently and effectively
• Must conduct yourself in a professional manner
• Ability to multi-task and work in a changing and fast-paced environment with minimum daily
• Committed to service excellence in all areas
• Must always maintain a high degree of confidentiality
• Strong interpersonal and relationship-building skills
• Proven track record of effectively interacting with senior management
• Ability to work strategically and collaboratively across the organization
• Ability to anticipate needs and make sound judgments

Working Conditions
• Ability to sit for extended periods of time
• Occasional travel for meetings
• Some evenings and weekends may be required
• Work under and maintain confidentiality
• Eligible for remote work per TBEDC Employee Handbook policies

This job description in no way states or implies that these are the only duties to be performed by the
employee occupying this position.

Management has the right to revise this job description at any time. The job description is not a
contract for employment, and either you or the employer may terminate employment at any time for
any reason. All applicants for this position are subject to pre-employment drug and background