Executive Assistant

Description:

Position Summary:

The Executive Assistant (EA) provides high\-level administrative and operational support to the Chief Operating Officer of the Gluten Intolerance Group (GIG), based out of the Palm Bay, Florida office. The COO also serves as CEO of GIG Cares, GIG’s outreach arm, and the EA supports the full scope of that executive leadership as one unified role. This position is the operational backbone of the executive office, anticipating needs, eliminating friction, and ensuring the COO can focus on high\-impact leadership work. The EA serves as a trusted partner, managing information flow, coordinating across teams and time zones, and handling matters with exceptional discretion and professionalism.

This is an in\-office, on\-site position located in Palm Bay, Florida. The ideal candidate is proactive, exceptionally organized, thrives under pressure, and understands that excellence in the details is what makes executive leadership possible.

Duties and Responsibilities include the following:

• Executive \& Administrative Support:

? Manage and optimize the COO’s calendar, scheduling meetings, appointments, and travel with precision and strategic prioritization.

? Prepare, proofread, and edit correspondence, reports, presentations, and communications on behalf of the COO.

? Screen and triage incoming communications: email, calls, and requests, ensuring timely routing and response.

? Coordinate logistics for meetings, including agendas, pre\-read materials, note\-taking, and follow\-up action tracking.

? Manage expense reports, invoices, and budget tracking for the executive office.

? Maintain organized filing systems (digital and physical) for contracts, records, and confidential documents.

? Anticipate the needs of the COO and proactively prepare resources, briefings, and materials in advance.

• Operational Coordination:

? Serve as liaison between the COO and internal departments, leadership teams, and external stakeholders.

? Track project timelines, deadlines, and deliverables across multiple concurrent initiatives, flagging issues early.

? Support execution of strategic initiatives and special projects as directed by the COO.

? Assist in the preparation and tracking of board materials, committee reports, and executive presentations.

? Research and compile data, reports, and briefings to support executive decision\-making.

• Stakeholder \& Relationship Management:

? Build and maintain positive, professional relationships with internal staff, leadership, board members, partners, and external contacts.

? Represent the COO with professionalism and discretion in all interactions.

? Coordinate logistics for external\-facing events, conferences, and partner engagements attended by the COO.

? Draft and manage correspondence with donors, partners, vendors, and community stakeholders as directed.

• Travel \& Event Logistics:

? Arrange domestic travel, including flights, accommodations, transportation, and itineraries for the COO and accompanying staff.

? Manage all logistics for on\-site and off\-site events, retreats, and executive meetings.

? Anticipate travel disruptions and proactively manage contingencies. This position requires light travel (1\-2 trips per year) to accompany the COO at conferences and key organizational events.

• Confidentiality \& Organizational Integrity:

? Handle all sensitive information: financial, personnel, strategic, with the highest level of discretion and professionalism.

? Maintain and enforce confidentiality protocols across all executive communications and documents.

? Support the COO in upholding GIG's core values and organizational standards across all engagements.

Expectations:

Embrace GIG's Core values and mission.

GIG is a diverse team of dedicated individuals...

• Who seek to become people of transparent honesty,
• Who put forth maximum effort in the pursuit of excellence,
• Who strive to passionately serve those who live gluten\-free, and
• Who work collaboratively because we value the contribution of one another.

GIG's mission: "Making life easier for everyone living gluten\-free."

Supervisory Responsibilities:

This position has no direct supervisory responsibilities. However, the EA may coordinate and delegate tasks to administrative staff or vendors on behalf of the COO.

Requirements:

Education/Experience:

• Associate's or Bachelor's Degree in Business Administration, Communications, or a related field preferred.
• Minimum 3–5 years of experience supporting a C\-suite or senior executive in a fast\-paced organizational environment.
• Demonstrated ability to manage complex calendars, multi\-stakeholder communications, and competing priorities with composure.
• Experience supporting nonprofit leadership a plus; familiarity with nonprofit governance and operations preferred.
• Experience working in or alongside dual\-entity organizations (e.g., nonprofit and for\-profit or foundation structures) is highly desirable.
• Proven track record of discretion and trustworthiness in handling sensitive organizational information.

Knowledge, Skills, and Other Abilities:

• Exceptionally organized with strong attention to detail (nothing slips through the cracks).
• Outstanding written and verbal communication skills; able to communicate clearly and professionally on behalf of senior leadership.
• High emotional intelligence; reads the room, manages up effectively, and builds trust quickly.
• Proactive and solutions\-oriented. Doesn't wait to be told, anticipates and acts.
• Ability to manage multiple high\-priority tasks simultaneously without losing quality or composure.
• Comfortable operating with ambiguity and adapting to shifting priorities without losing momentum.
• Strong interpersonal skills and professional presence in interactions with board members, donors, staff, and partners.
• Strict confidentiality. Understands the non\-negotiable nature of executive discretion.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with Salesforce, ASANA, Zoom, and Adobe preferred.
• Familiarity with project management tools and platforms a strong plus.
• Ability to work independently with minimal supervision while staying tightly aligned with executive priorities.

Physical Demands:

To be successful in this position, you must be able to meet the physical demands described here. Reasonable accommodations may be made to enable individuals with disabilities to perform this job.

While performing this job, the employee is regularly required to sit, use a keyboard, and communicate with clients or team members via phone or virtual meetings. The position may require frequent standing, walking, and reaching. The employee must occasionally lift and move up to 25 pounds.

Work Environment:

This is a full\-time, in\-office position located at the GIG office in Palm Bay, Florida. Remote work is not available for this role. The noise level in the work environment is usually low to moderate.