Executive Administrator - Florida Epilepsy Services

Position Summary

Under the direct supervision of the Executive Director, the Executive Administrator provides high-level administrative, operational, and project support to Florida Epilepsy Services (FES).

This position is responsible for coordinating executive scheduling, correspondence, meetings, organizational records, billing documentation, provider invoices, grant reporting support, and special projects. The Executive Administrator serves as a liaison among staff, board members, community partners, and the Epilepsy Foundation national office while maintaining confidentiality, accuracy, and timely follow-through.

The role requires independent judgment, strong organizational skills, and initiative to effectively manage competing priorities in a hybrid work environment.

Essential Duties and Responsibilities

• Executive Scheduling and Administrative Support (20%): Manage executive calendars, scheduling, correspondence, meeting agendas, minutes, and follow-up actions.

• Administrative Operations (15%): Coordinate document management, office supplies, mailings, internal communications, and general administrative operations.

• Billing and Financial Documentation (15%): Support billing administration, Quest coordination, provider invoices, expense documentation, and related records.

• Records Management and Reporting (10%): Maintain accurate constituent and organizational records, compile reports, and assist with grant documentation and reporting requirements.

• Project Coordination (10%): Track operational work plans, deadlines, assigned projects, and deliverables while providing timely status updates.

• Community Outreach and Event Support (10%): Coordinate and/or attend a minimum of two (2) community outreach activities per month within the FES service area. Assist with event logistics, materials, partner communications, and activity reporting.

• Social Media Coordination (10%): Create, schedule, and publish approved social media content promoting FES programs, services, events, and community impact. Maintain a consistent posting calendar.

• Leadership and Board Support (10%): Provide administrative support to the Executive Director, Director of Operations, and board committees, as assigned.

Additional Duties and Responsibilities

• Maintain professional, collaborative, and team-oriented relationships with Epilepsy Foundation national office staff.

• Coordinate and complete special projects as assigned.

• Attend virtual and in-person meetings, events, and activities within the designated service area.

• Maintain accurate, complete, and organized constituent records.

• Compile information from multiple sources and prepare summary reports under general direction.

• Route incoming mail and emails to the appropriate individuals or departments as needed.

• Proofread documents for spelling, punctuation, grammar, and accuracy, making minor revisions to improve clarity.

• Perform other duties and special projects as assigned to support organizational operations.

Education Requirements

• High school diploma or equivalent required.

• Bachelor's degree preferred.

Experience Requirements

• Minimum of three (3) years of related professional experience.

• Proficiency in Microsoft Office and database software platforms.

• Ability and willingness to learn new technology systems and applications.

• Experience with Adobe Acrobat Professional and other graphic design programs preferred.

Required Knowledge, Skills, and Abilities

• Strong attention to detail and commitment to accuracy, including the ability to review and verify work.

• Ability to prioritize assignments, manage multiple projects simultaneously, and follow through to completion.

• Ability to work independently with minimal supervision while demonstrating ownership, initiative, and urgency.

• Excellent time management, organizational, and problem-solving skills.

• Strong written, verbal, and interpersonal communication skills.

• Sound judgment, professionalism, and the ability to maintain strict confidentiality.

Supervisory Responsibilities

This position has no direct supervisory responsibilities.

Travel, Work Environment, and Physical Demands

• This is a part-time, hybrid position requiring approximately 20 hours per week, generally Monday through Friday during normal business hours. The specific schedule will be coordinated with the Executive Director.

• Work is performed remotely and in a professional office environment, as scheduled, with regular use of standard office equipment and technology.

• The employee is regularly required to communicate verbally, use a computer, and review electronic and printed documents for extended periods.

• Physical responsibilities may include standing, walking, filing, lifting boxes or office supplies, and moving tables or chairs to prepare meeting spaces.

• Local travel within the assigned geographic service area may be required for meetings, community outreach, and organizational events. Occasional additional travel may be requested.

• Some evening and weekend work may be required to support events, meetings, and selected programs.

• Hybrid work arrangements are subject to organizational policies, operational needs, satisfactory job performance, and the maintenance of excellent customer service standards.