Executive Assistant

The Executive Assistant to the CEO at Patty Baker Humane Society Naples is the person who makes leadership possible. You're the operational partner who keeps the CEO focused on the work that matters most: leading an organization through transformation, building a team, and saving animals' lives. You see what's coming before being asked. You hold complexity and thrive as a support system in a high-paced environment. You're the reason nothing falls through the cracks.

This is a full-time (40 hrs) position with a semi-flexible daily schedule, reporting directly to the CEO. You'll manage the CEO's calendar strategically, coordinate travel and logistics, prepare briefing materials, draft correspondence, track commitments, and ensure the CEO is always one step ahead. Some evenings and weekends are required as organizational needs arise.

WHO YOU ARE:

• First and foremost, you're a hard worker. You're diligent. You see things through. You care about doing the job, and ensuring that the job is done right. Also, you're a self-starter.
• You think ahead. You don't wait to be told what's needed; you anticipate it. You ask "what will they need for this?" not "what did they tell me to do?" You see the pieces coming together and prepare before being asked. This is the difference between reactive task-execution and true executive support.
• You bring order to chaos. Not just "organized" in the tidy-desk sense. You find structure that benefits complexity. You juggle time vs need. You build systems. When juggling you keep all the balls in the air… and you do it with grace.
• You're organized. Really organized. You can juggle a calendar, ten must-do small projects that individually seem insignificant but together combine to be essential, you love spreadsheets, you keep running lists, you are proactive because you know getting it done right but also early has real value
• You're emotionally intelligent. You read rooms. You navigate different personalities with tact. You understand how to represent the CEO appropriately in any context and with any audience. You pick up on cues that others miss. You “manage up” with grace and near invisibility.
• You don’t problem solve… you mitigate. You understand that problem solving is a valuable skill, but the ability to anticipate an issue, stop it in its tracks, mitigate risk and eliminate the issue before it ever becomes a problem is a truly invaluable skill.
• You love animals. This probably goes without saying, but we're an animal shelter. You should like dogs and cats. We all do! But it's more than that, this work is about the feeling of fulfillment that comes from helping drive our mission to save lives forward.

RESPONSIBILITIES

• You'll own the CEO's calendar as a strategic tool, ensuring their time reflects organizational priorities
• Coordinating all CEO travel including transportation, accommodations, itineraries, and briefings; managing expense reports and reimbursements; handling multi-campus logistics
• You'll manage information flow and ensure the CEO stays ahead of commitments.
• Serving as the first point of contact for the CEO's office; representing the CEO professionally to internal and external stakeholders
• Tracking commitments, deadlines, and action items; providing reminders and status updates; ensuring follow-up and closure on outstanding items
• You'll ensure the CEO enters every meeting prepared and leaves with clear next steps captured.
• You'll handle the operational details that keep the CEO's office running smoothly.
• Leveraging technology and AI tools to automate routine tasks and increase efficiency; identifying process improvements, providing information and resources to aid the CEO in their role
• Supporting organizational events as needed; representing PBHSN positively in all interactions

QUALIFICATIONS:

• 3+ years of experience providing executive-level administrative support, preferably supporting a CEO, President, or equivalent senior leader.
• Demonstrated ability to anticipate needs, exercise independent judgment, and work with minimal supervision.
• Exceptional organizational skills with the ability to manage multiple priorities and shifting demands.
• Strong time management skills with demonstrated ability to meet deadlines consistently.
• Excellent written and verbal communication skills.
• High degree of discretion, integrity, and professionalism; absolute commitment to confidentiality.
• Technologically proficient: comfortable with productivity software, calendar management, digital communication tools, and able to learn new systems quickly.
• Willingness to use AI-assisted tools and workflows.
• Valid driver's license and reliable transportation.
• Experience in a fast-paced or transformational environment is a plus. Bachelor's degree or equivalent combination of education and experience is helpful. Nonprofit sector experience is valued, though private sector excellence is valued equally.
• Bilingual (English/Spanish) is a bonus.
• Flexible schedule including ability to work occasional evenings and weekends as organizational needs require.
• Reliable transportation is a must and the responsibility of the employee.
• All positions involve occasional contact with shelter animals.
• Able to lift up to 50 lbs independently
  

Pay and Benefits

• Starting at $21.00/hr.
• A generous benefits package that includes:
  • Medical, dental, and vision insurance
  • Paid time off and paid holidays
  • Paid parental leave
  • $25,000 life insurance policy at no cost to you
  • Optional enrollment in supplemental insurance plans (disability, accident, etc.)
  • Optional enrollment in 403(b) retirement plan; matching contributions after one year of service
  • Discounts on veterinary services and pet food

Application Instructions

• Apply online at https://pbhsnaples.org/careers
• All communication with candidates will be over email and/or text - check your spam folder!
• If you have technical issues or questions, please email [email protected]
• No phone calls or walk-ins please

Candidates must be authorized to work in the United States. PBHSN is an equal opportunity employer.