Position Available, Executive Assistant-Office Manager

10 November 2019

 

The Florida Community Loan Fund (FCLF) is a nonprofit lending institution providing capital and expertise to make projects successful and help organizations improve lives and low-income communities throughout the Sunshine State. Established in 1994, FCLF operates statewide from a network of offices in Orlando, Tampa, Sarasota, Fort Lauderdale, and Miami. FCLF financing has helped more than 190 organizations succeed in their projects, providing over 490,000 Floridians annually with housing or essential services through 350+ lending transactions to projects totaling over $1.12 billion.

FCLF is seeking an Executive Assistant to the CEO with duties including general office management and administrative support for other executives. The position is located in the Orlando office.

FOR CONSIDERATION, PLEASE FOLLOW APPLICATION INSTRUCTIONS PROVIDED BELOW.

The Executive Assistant / Office Manager is responsible for providing administrative support to the Chief Executive Officer and Senior team as well as liaison and oversight of office systems including IT, telecommunications, mail, etc. This individual will perform duties to provide administrative support for any range of corporate office functions including scheduling and preparing for Board and Committee meetings, taking and transcribing minutes, organizing and distributing materials, maintaining files, and assisting with computer user support.

Essential Functions:

  • Schedule Board, Committee, and Management Team meetings on behalf of Chief Executive Officer and other department heads. Communicate with invitees, compile, organize and issue materials as provided by others in preparation for meetings, arrange for meeting space, and order food and set up for meetings as required. Take and transcribe meeting minutes, ensure proper signing and maintain records of signed board packages and minutes in keeping with requirements.
  • Support CEO administratively with special requests including research projects and other miscellaneous duties
  • Prepare and issue authorized communications to staff relating to policy and procedures or other notifications resulting from meetings. Conduct basic research as requested, reporting back to primary function heads, and conduct follow-up tasks relating to policies or other issues as requested.
  • Provide administrative services for FCLF Board members and other volunteers, including producing and maintaining board member manual, assist board members with travel arrangements, and process travel reimbursements.
  • Perform any range of administrative support for CEO, CFO, Chief Lending Officer, and Director of Government Relations as requested. Make travel arrangements, schedule meetings, maintain mailing lists, maintain files, issue group e-mails on their behalf and assist with technology to provide user support or prepare documents, presentations, and spreadsheets as required.
  • Maintain corporation files, set up NMTC corporate entities, order Certificates of Corporate Status reports as required and file annual reports to the State for all FCLF and NMTC entities.
  • Provide support for employment and onboarding of new employees. Maintain lists of appropriate advertising sites and post job announcements as required. Schedule interviews with applicants, prepare orientation packages for new employees and schedule orientations. Coordinate and implement onboarding procedures; order required office furniture, equipment, and supplies for new staff, coordinate with IT provider to arrange for computers and set up on the network and order business cards.
  • Maintain the corporate CRM in Salesforce and coordinate with other functions to support their CRM needs.
  • Order and maintain office supplies, ensure that copier and postage meter are supplied and remain operational, maintain kitchen supplies, stock courier supplies and prepare packages for delivery, and coordinate facilities requirements with landlords.
  • Provide for user support for individual computers, coordinating with IT provider and CFO as required.
  • Answer and direct telephone calls as required and ensure that telephones and conference lines are in proper working order.
  • Act as a liaison with outsourced IT consultant on all technology-related issues, including rapidly responding to staff problems and network outages.
  • Maintain electronic staff calendars and organize team events.
  • Provide timely and proactive management of the organization’s office environment including:

• Supervise and coordinate overall administrative activities for the Office Administration Department;
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.
• Negotiate the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Supervise the maintenance of office equipment, including copier, fax machine, etc.
• Responsible for the facilities day-to-day operations (such as distributing building access keys and backup to security access cards, etc.)
• Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image.

  • Work collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
  • Display excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
  • Display engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
  • Provide systematic and dependable follow-up, as well as a high level of organization and preparedness.

Other Duties May Include:

  • Perform or assist with any operations as required to maintain workflow and to meet schedules and quality requirements. Notify supervision of unusual equipment or operating problems and the need for additional material and supplies.
  • Maintain safe work area and comply with safety procedures and equipment operating rules keeping work area in a clean and orderly condition.
  • Participate in any variety of meetings and workgroups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
  • Perform other related duties as assigned.

Tools and Equipment Used:

Use personal computer and peripherals, network systems, standard and customized software applications and tools including MS Office Suite, Salesforce and usual office equipment.

Competencies:

  • Initiative
  • Leadership
  • Time Management
  • Decision Making
  • Communication Proficiency
  • Organization Skills

Requirements:

  • Four years minimum experience as an executive assistant/office manager in high-level administrative support role
  • Bachelor’s degree or equivalent
  • Certified Administrative Professional (CAP) (Preferred)
  • Friendly, Outgoing demeanor
  • Professional appearance and telephone manner is essential
  • Advanced Microsoft Word, Excel, and PowerPoint skills required
  • Advanced Microsoft Outlooks skills required
  • Other computer skills including Adobe Acrobat, Salesforce, and Internet-based research
  • Demonstrated ability to effectively handle confidential information
  • Demonstrated ability to effectively handle new situations and determine what actions are required
  • Highly developed sense of professional courtesy
  • Ability to Multi-Task and work with minimal supervision

Compensation & Benefits:

This position offers the unique opportunity to join an innovative organization with the vision and expertise to make a difference in disadvantaged communities throughout Florida.

  • A competitive compensation package
  • Very generous Paid Time Off benefits
  • 403(b) plan with employer-paid contributions
  • Opportunities to work with a dedicated team who are driven to aid distressed communities

Application Instructions:

Interested candidates should submit their resume via email to This email address is being protected from spambots. You need JavaScript enabled to view it. along with a cover letter which specifically outlines experience in the following areas:

  • experience as high-level executive assistant; number of years and position(s) held
  • experience in office management; number of years and position(s) held

In the e-mail subject line, please note you are responding to the Executive Assistant / Office Manager position. Applications must include a cover letter containing the above information to be considered. No phone calls please.

Florida Community Loan Fund, Inc. is an equal opportunity employer.

“FCLF will help us have significant ongoing impact in West Lakes as we help families set roots in this community.” – Camille Reynolds, Executive Director

Hannibal Square CLT

"We couldn't achieve our mission of creating strong neighborhoods without FCLF's help. Their staff is always friendly, quick to respond, and efficient." – Bonnye Deese, Executive Director

BAND

"Thanks to FCLF, we are one step closer to providing a permanent housing solution for veterans and others seeking quality housing at an affordable price." – Carrie Davis, Executive Director

Wealth Watchers

"FCLF staff shares our vision and commitment to serve needy families and provide a high quality education to all children." – Thomas Cole, Founder

Emma Jewel Charter Academy

"We commend the important work of your organization, are glad to support its efforts." – Beverly Dabney

JPMorgan Chase Foundation

"Our partnership with FCLF helps the American Dream of homeownership come true." – Michael Roberts, Exec Dir

R.E.A.C.H.

"We appreciate how the work of FCLF primarily benefits low- to moderate-income individuals and areas and supports the needs of our community." – Maria J. Thompson, Community Development Manager

Third Federal Savings

"BankUnited understands the challenges facing our communities; we applaud FCLF's efforts. Thank you for making our community a better place to live." – Katrina Wright, VP Comm. Dev.

BankUnited

"Trinity Health is happy to partner with FCLF. We look forward to seeing the impact in the communities you serve." – Sr. Kathleen Coll, SSJ, Administrator, Shareholder Advocacy

Trinity Health

“The partnership with FCLF is very exciting for us – an essential component in providing greater access to fresh healthy food in downtown New Port Richey.” – Jeff Wright, Owner

Wright's Natural Market

"We're thrilled to partner with FCLF to make our project a reality to serve generations of kids in our community." – Dawn Stanhope, President & CEO

Boys & Girls Clubs of Manatee County

"Our relationship with FCLF provides the capital to achieve long-lasting impact." – Terri Murray, Exec Dir

Neighborhood Renaissance

"Aida Palms will be a lasting asset to the City of Lakeland. This revitalization wouldn't be possible without financing partners like FCLF." – Mitchell Rosenstein, Principal, Green Mills Group

Aida Palms

"FCLF has proven its community impact and hard work. We are proud to partner with FCLF." – Leslie Watson, Analyst, Community Investments

Dignity Health

"The Fathers Table Foundation appreciates the services FCLF provides and the impact on the communities you serve. We believe in your organization and your mission." – Dan Gilardi, President

Fathers Table Foundation

"It is really working. FCLF is really touching low-income people." – Florida Community Loan Fund Founding Board Member

Sister Mary Heyser, RSHM

"FCLF shows a clear strategy and demonstrated evidence of addressing prevalent community needs." – J. Reymundo Ocañas, Director, Corp Responsibility

BBVA Compass

"Cade Museum is proud to be partners with FCLF and JPMorgan Chase. Thanks to the NMTC Program, we will provide a transformative asset to our community." – Jennifer Denault, COO

Cade Museum for Creativity & Inventi…

"We appreciate the accomplishments your organization attains." - Robert Sucher, Executive VP

Sabadell United Bank

“We cannot thank FCLF enough for this partnership, creating permanent housing for our neighbors in need, and their commitment to Florida communities.” – Shannon Nazworth, President & CEO

Ability Housing

Our Partners

Boys & Girls Clubs of Manatee
FCLF and NMTC are creating a new facility for the Boys & Girls Clubs of Manatee County
Casa San Juan Bosco and FCLF
Catholic Charities, Diocese of Venice, financed the land for farmworker rental housing with FCLF.
FCLF Board and Staff
FCLF Board Members represent our investors, borrowers, and technical experts.
Casa San Juan Bosco and FCLF
New rental homes are available for farmworker families at Casa San Juan Bosco.
Axiom Bank
Support from Axiom Bank helps FCLF build strong communities.
ASPIRA of Florida and FCLF
FCLF CEO and one of our supporters visit the ASPIRA Arts Deco school.
Boys & Girls Clubs of Manatee
FCLF staff and US Legislative staff at an event honoring Youth of the Year.
FCLF and Florida Housing Coalition
FCLF representatives are ready to talk about your project success.
FCLF at Florida Housing Conference
FCLF Staff are on hand at conferences and events to discuss our programs.
Armature Works
FCLF and the NMTC Program renovated a historic building into a small business incubaor.
Emma Jewel Charter Academy
Nutritious snacks are a part of the healthy focused curriculum at Emma Jewel Charter Academy.
DuPuis Pointe Miami
DuPuis Pointe offers affordable, hurricane proof homes in Miami.
FCLF and Rep. Webster
Rep. Daniel Webster visited FCLF staff.
duPont Fund and FCLF
The duPont Fund used FCLF and NMTC Financing to revitalize downtown Jacksonville.
Valley Bank
Support from Valley Bank helps FCLF build strong communities.
Haley Park Construction
FCLF projects create jobs and stimulate development in low-income communities.
Metro Min Grand Opening
FCLF staff with local supporters at Metropolitan Ministries Tampa.
KIPP Jacksonville
Rep. Ander Crenshaw visited KIPP Jacksonville School
BNDC Greater Heights
Greater Heights offers new, safe, affordable rental homes in what was formerly a high crime area.
Neighbor Up and FCLF
FCLF Chief Lending Officer visits with the Executive Director of Neighbor Up (formerly BNDC)
Emma Jewel Academy and FCLF
Emma Jewel Charter Academy offers education for the whole child in Brevard County.
Greater Heights Resident
FCLF Financing to Neighbor Up Brevard helps provide affordable rental housing.
TD Bank Charitable Foundation
Support from TD Bank Charitable Foundation helps FCLF build strong communities.
Housing Programs, Inc.
FCLF financing to Housing Programs, Inc. helps provide affordable homes for ownership.
FLACDC Conference
FCLF Staff meet and greet friends at an FLACDC event.
Million Meals 2012
FCLF staff and supporters volunteer at Million Meals event.
Neighbor Up, Affordable Housing
Neighbor Up, formerly BNDC, offers affordable housing in Brevard County.
FCLF at Florida Housing Conference
FCLF staff are active at statewide conferences and events.
RCRI Conference 2012
The RCRI Conference allows FCLF staff to touch base with our religious supporters.
TD Charitable Foundation, TD Bank
TD Charitable Foundation and TD Bank have supported FCLF's mission since 2006.
Mathis Place Resident
Residents at Neighborhood Renaissance's Mathis Place enjoy affordable rent.
ASPIRA of Florida Aspirantes
ASPIRA of Florida offers education & mentoring with a focus on low-income and Latino students.
MTZ Carver Construction
FCLF projects create jobs and stimulate development in low-income communities.
Northern Trust Roundtable
FCLF supporter, the Northern Trust Company, hosted a housing roundtable in Sarasota.
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Core Purpose FCLF exists to maximize opportunities for people and places outside of the economic mainstream.
Our Vision Opportunity and dignity exist for every person and community in Florida.
Our Mission Our expertise and capital make projects successful and help organizations improve lives and communities.