Florida Immigrant Coalition: Administrative Assistant

LOCATION

SALARY

SECOND LANGUAGE

COMPANY

DEPARTMENT

EMPLOYMENT TYPE

MINIMUM LEVEL OF EXPERIENCE

JOB DESCRIPTION

Duties/Responsibilities

• Assist Office Manager with office procedures and protocols, ensuring common areas are presentable, access control procedures are followed, and inventory levels are accurately maintained, including but not limited to:

• Answer and redirect office phone calls appropriately.

• Provide appropriate information to visitors, callers, and via emails as necessary.

• Receive, sort, and distribute daily mail/deliveries.

• Manage and update the general organizational calendar, meeting space calendar, and staff contact list.

• Source and evaluate multiple vendor quotes to facilitate cost-effective, high-quality, and prompt purchases cross departments

• Assist HR Manager with daily operations including but not limited to:

• Support recruitment activities such as contacting candidates and screening calls.

• Time off and work anniversary tracking

• Training records and tracking

• Personnel information reconciliation between platforms

• PPT Policy presentations

• Assist the Accounting Manager with daily operations, including but not limited to:

• Recording and tagging expenditures

• Collecting and filing supporting documentation

• Physical and digital filing of financial records

• Oversee secure, accurate, and timely digital and physical filing for administrative filings as appropriate.

• Coordinates cross-department tasks as it relates to the administrative team.

• Coordinates with the administrative team for travel and logistics coordination and arrangements for convening needs.

• Proactively supports team members with tasks and meeting setup as it relates to the office.

Education and Experience:

• High School Diploma preferred. Additional certification in administration is a plus

• At least two years of previous work experience in an administrative role

• Customer Service sector experience is highly preferred

• English required; bilingual proficiency in Spanish or Haitian Creole preferred

Required Skills/Abilities:

• Exceptional customer service and organizational skills

• Strong ability to be resourceful and proactive

• Proficient time-management skills, with the ability to prioritize tasks and work independently

• Hands-on experience with office equipment (e.g., fax machines and printers)

• Exceptional written and verbal communication skills

• Microsoft Office (Word, Excel, PowerPoint) and Google Workspace proficiency

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer

• Must be able to lift at least 15 pounds