Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support daily office operations in Florida. This contract-to-permanent position is ideal for someone who enjoys keeping administrative workflows organized, providing attentive front-desk support, and ensuring information is recorded accurately. The person in this role will help create an efficient office environment by managing communications, coordinating routine tasks, and maintaining dependable administrative support.

Responsibilities

• Welcome and assist visitors, clients, and guests
• Support the CEO and COO with daily administrative needs
• Help prepare board meeting materials, agendas, and follow-up documents
• Draft board resolutions, letters, and other professional correspondence
• Take meeting notes and help coordinate board and committee meetings
• Manage schedules, meeting reminders, and basic calendar support
• Answer phones, monitor shared inboxes, and direct inquiries appropriately
• Handle mail, packages, office supplies, and general front office operations
• Coordinate meeting rooms, catering, Zoom, and AV setup for meetings and events
• Assist with office projects, purchases, expense tracking, and vendor coordination
• Provide light office tech support and general operational assistance
• Help maintain an organized, professional, and welcoming office environment

• 3+ years of administrative, office management, executive support, or board coordination experience
• Experience supporting senior executives, ideally including a CEO or COO
• Strong written and verbal communication skills
• Excellent drafting, proofreading, and editing ability
• Comfortable preparing board materials, resolutions, minutes, and executive correspondence
• Highly organized with strong attention to detail and follow-through
• Professional, polished, and confident in a front-facing role
• Proficient with Microsoft Office, Zoom, Dropbox, and general office systems
• Ability to manage multiple priorities with flexibility and discretion
• Spanish language skills are a plus for vendor coordination