Executive Assistant
Location: Ponte Vedra, FL | Workplace: Onsite| Industry: Nonprofit | Employment Type: Perm/Direct Hire | Full-Time
Company & Role Highlights
• Provide high-level administrative support to senior leadership team
• Manage complex calendars, coordinate travel, and prepare meeting materials
• Assist with planning and logistical support for major events and retreats
• Opportunity to contribute to high-impact initiatives within a motivated team
Job Summary:
A dynamic nonprofit organization dedicated to supporting innovative research and programs seeks an organized and proactive Executive Assistant. This person will serve as a key support for executive leadership, managing their schedules, correspondence, and vital logistical tasks. Additionally, the role involves assisting with the organization of high-profile events and conferences. The ideal candidate is highly organized, and able to handle multiple priorities with professionalism.
Job Duties:
• Manage routine administrative tasks, including document prep, correspondence, and scheduling for the team.
• Oversee organizational data and contact records in various systems, supporting diligence and follow-up.
• Maintain organized contact lists, files, and administrative workflows
• Assist with event logistics such as attendee communications, vendor coordination, and on-site support
• Support the planning and execution of major organizational events, retreats, special events and conferences.
• Manage logistics for board meetings including materials, venues, and follow-up
Job Requirements:
• Proven experience supporting high-level executives or teams
• Organizational skills with a high level of accuracy and follow-through
• Ability to handle confidential information with discretion
• Experience managing calendars, preparing documents, and handling logistics support.
• Strong written and verbal communication abilities.
• Ability to work independently with a collaborative mindset.
• Proficiency in office suite tools, virtual meeting platforms, and shared files.
Preferences:
• Bachelor’s degree preferred, relevant work experience accepted
• Background supporting organizational events, corporate or nonprofit environments
• Self-motivated, adaptable, and able to work independently
• Good interpersonal skills for working with senior professionals and vendors
• Prior experience supporting nonprofit, grants, or healthcare-related organizations.
• Knowledge of Salesforce, PitchBook, or similar data systems.
• Familiarity with event planning and conference coordination.
• Background in supporting scientific or research-focused programs.
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