Administrative Assistant

Description

Department: Administration

Reports To: Executive Director

FLSA Status: Non-Exempt

Salary: Starting at $24 an hour (based on experience/qualifications)

Nature of Work

Under general direction, this position provides comprehensive administrative support to the Executive Director and Human Resources department. The role requires a highly organized, proactive individual who can manage multiple priorities, communicate effectively across departments and external contacts, and ensure accuracy, professionalism, and confidentiality in all work products. Responsibilities include providing executive-level administrative support, coordinating Board of Directors meetings and materials, supporting internal and external communications, assisting with outreach and community engagement efforts, and contributing to organizational initiatives and special projects.

Requirements

Duties and Responsibilities

(The intent of this job description is to provide a summary of tasks performed in this classification. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.)

• Provide comprehensive administrative support to the Executive Director and Human Resources, including scheduling, document preparation, and correspondence.
• Assist with coordinating and executing company-wide activities, events, and special projects while maintaining professionalism and attention to detail.
• Support outreach and community engagement efforts, including career fairs and public education initiatives (e.g., school water conservation drawing contests).
• Maintain accurate physical and electronic records, including scanning, filing, and uploading documents in accordance with organizational policy.
• Coordinate and support Board of Directors meetings and related activities, including preparing agendas and materials, taking minutes, and assisting with overall meeting administration. Regular meetings are held the first and third Tuesday evenings of each month (excluding July), with additional evening or weekend availability required as needed for special meetings and events.
• Actively participate in Board meetings by listening attentively, requesting clarification when needed, and coordinating with departments to verify information and ensure accurate meeting minutes and records.
• Attend Bonita Springs City Council meetings as required and assist with other external meetings and outreach events as assigned.
• Create, schedule, and publish content for company Facebook and Instagram pages in alignment with organizational branding and messaging.
• Design materials using Canva, including internal flyers, newsletters, and external social media content, ensuring consistency with company standards.
• Support internal staff meetings by taking notes, tracking action items, and distributing meeting materials as needed.
• Perform general office administrative duties, including filing, data entry, and maintaining office supplies.
• Assist in preparing materials for presentations, trainings, and community outreach efforts.
• Communicate clearly and professionally with staff at all levels to ensure timely and accurate coordination across departments.
• Ensure all communications, social media content, and organizational materials are reviewed and approved prior to distribution or publication to maintain accuracy, quality, and consistency.
• Demonstrate initiative by identifying tasks, anticipating needs, and proactively supporting organizational operations without direct instruction.
• Adapt to shifting priorities and support multiple departments as needed to ensure effective organizational operations.
• Assist with special projects as assigned, working independently or as part of a team.
• Prepare, edit, and format communications, reports, presentations, and other professional documents.
• Support ongoing projects to ensure tasks are completed accurately and efficiently.
• Perform other related duties as assigned.

Knowledge, Skills & Abilities

• Knowledge of administrative and clerical procedures, including file management and recordkeeping systems.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), including the ability to create spreadsheets, presentations, and reports.
• Experience with Canva or similar design tools for creating professional communications and marketing materials.
• Basic website editing skills (updating text, links, and attachments).
• Strong written and verbal communication skills, including proper grammar, spelling, and professional business writing.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently, take initiative, and adapt to changing priorities.
• Strong interpersonal skills with the ability to build and maintain effective working relationships across departments and with external contacts.
• Ability to maintain confidentiality and exercise sound judgment in handling sensitive information.
• Knowledge of standard office practices, policies, and procedures.

Requirements

• Minimum of 3 years of progressively responsible administrative, executive support, or office coordination experience.
• High school diploma or equivalent required; associate degree or higher in Business Administration, Communications, or related field preferred.
• Valid Florida driver’s license.