Administrative and Communications Specialist

: Description:

The Administrative and Communications Specialist provides administrative support to the executive team with specialized projects as assigned by the CEO and will assist in supporting the External Affairs team. . This position plays an active part in representing SPFC in various roles both internally and externally, as well as becoming involved with other department projects and events as necessary. This position reports to the Chief External Affairs Officer (CEAO).

Supervisory Responsibilities

• None

Position Responsibilities

Executive Administrative Support

• Manage all aspects of board meeting preparation including room set-up, catering ordering/set-up, and making board packet copies.
• Manage all aspects of outbound and inbound mail.
• Act as reception by responding to visitors as they arrive and route them to the appropriate staff member.
• Route and respond to general phone inquiries as requested by the CEO.
• Review and appropriately route agency faxes.
• Assist the executive team with preparations for meetings with external stakeholders.
• Prepare invoices and purchase orders for payment by Finance as requested by the executive team.
• Coordinate travel arrangements for SPFC staff as relevant (conferences, hotel bookings, etc.)
• Coordinate communications with office equipment vendors and ensure equipment is in good working order.
• Coordinate agency-wide office and general supply orders through a bi-weekly process; ensure the inventory of Skyway cleaning and general supplies.
• Ensure SPFC's postage machine has necessary funds; coordinate maintenance and repair of machine as needed.
• Provide direct communication with SPFC's janitorial company, providing input on needs as communicated by partners across the agency.
• Assist and support the CEO on specialized projects as assigned.

External Affairs Support

• Maintain an organized digital library of designed materials, story bank, photo library and media coverage archive list.
• Provide communications support to the organization using various databases to prepare contact lists and carry out the final steps of digital communications.
• Work with various vendors to order needed materials such as print materials, as well as all SPFC branded items, in accordance with SPFC's finance policies and procedures.
• Prepare various marketing materials as needed by the organization to support external representation.
• Work with external audiences and community partners to ensure they are provided with appropriate SPFC materials to inform about SPFC services and initiatives.
• Support the Content Producer with the final steps in external communications of content they produce.
• Manage and lead responses to all emails routed to the Communications inbox.
• Support SPFC special events and community tabling as needed.
• All other duties as assigned.

Agency-wide Responsibilities

• Maintains documentation and records in compliance with policies and procedures.
• Maintains confidentiality.
• Supports the St. Petersburg Free Clinic's commitment to diversity and inclusion.
• Adheres to agency policies and procedures and all Federal and State regulations and local ordinances.

Requirements:

Required Skills & Abilities

• Strong relationship-building skills with both internal stakeholders.
• Strong analytical and problem-solving skills.
• Capability to prioritize inter- and cross-departmental collaboration.
• Proficient in Microsoft Office Suite and related software.
• Capability to use a broad range of technology.
• Commitment to and modeling of St. Petersburg Free Clinic mission and values.
• Database experience or knowledge preferable.
• Excellent organizational skills.
• Ability to meet deadlines.
• Strong attention to detail.

Education & Experience:

• Bachelor's degree in English, journalism, communications or related field, or equivalent combination of education, training, and experience, required.
• Experience with WordPress, Canva, and Constant Contact platforms preferred.
• Experience managing social media (Facebook, Instagram, LinkedIn) for an organization preferred.
• Prior experience in non-profit communications and/or fundraising preferred.
• Bilingual English and Spanish a plus.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

SPFC is a Drug and Alcohol-Free Workplace.