Exec/Admin Assistant - Corporate Start-up Operations

NOTE- THIS IS PRIMARILY AN IN-PERSON POSITION, 2-4 DAYS WEEKLY IN THE OFFICE. PLEASE DO NOT APPLY IF YOU CAN NOT WORK IN ST PETE IN PERSON. We have a really fun and laid back office culture - the right candidate will enjoy a healthy work/life balance and meaningful work!

We are seeking a highly organized person to support the documentation, strategic, and analytical functions of our organization. The ideal candidate will thrive in a startup environment—adaptable, strategic, and comfortable with evolving responsibilities—and possess strong anticipatory skills to proactively support organizational needs.

This role is well suited for someone who is energized by building processes, wearing multiple hats, and contributing to a mission-driven organization focused on strengthening community resilience. Day-to-day responsibilities will vary significantly, ranging from operational and logistical tasks to communicating with high level professional clients. This role requires the ability to work independently to produce high-quality reports, manage competing priorities, and ensure accurate documentation and reporting while maintaining established systems and procedures.

Disaster work- As our organization provides Mental Health Relief for communities experiencing catastrophic events, we send out teams to impacted areas. The Administrative Assistant may be invited to deploy with the task force to disaster-affected areas on short notice for extended periods of time and remain effective in dynamic, high-impact environments. We also continue to have administrative work to do at headquarters while the team is out, so deployment is not a requirement for the role.

Key Responsibilities:

Manage and improve company processes and procedures to support basic business functionally (i.e. payroll, email & calendar management, contractor onboarding, etc.)

Assist in scheduling, logistics, and coordination of Capacity Path participation in speaking events meetings and client engagements and be able to anticipate the needs of each event.

Be responsible for corporate compliance including establishing and maintaining licenses, certifications, and subscriptions, policies and procedures and reporting requirements.

Maintain multiple email accounts, and company phone.

Track expenses, budget and invoicing through excel/sheets, folder auditing, and minimal quickbooks.

Independently produce high level reporting documentation for both company and clients and occasionally may be asked to produce social media posts.

Provide general executive level support; being a “second brain” to the CEO.

Requirements

• Bachelor’s Degree OR Associate’s with equivalent experience in administrative support, or project coordination.
• Experience working with corporate financial management.
• Strong organizational skills with attention to detail and ability to manage multiple tasks at once.
• Have strong analysis and research skills to support executive workflow
• Proficiency in Microsoft Office, Google Suite, Canva, and Excel; comfortable learning new applications or platforms in a quick turnaround time.
• Excellent professional written and verbal communication skills.
• Ability to work both independently and collaboratively in a mission-driven, fast-paced environment

Benefits

25-40 hours per week

$20-35 per hour dependent on experience.

Additional Notes: (1) There are 2 positions included in this job requisition: Executive Assistant and Corporate Administrative Assistant. (2) Outstanding candidates may be eligible for additional job benefits – to be discussed.