Admin Assistant

Holley-Navarre Water System (HNWS) is a member-owned, not-for-profit water and wastewater utility serving more than 18,000 members in Santa Rosa County, Florida. HNWS operates with an annual budget of approximately $16 million and wholly owns two subsidiaries, including an engineering firm and a golf course.

The Administrative Assistant provides administrative, operational, and organizational support to the Executive Coordinator. This position plays a key role in supporting Board governance, annual elections, community relations, engineering administration, and organizational initiatives while maintaining the highest standards of confidentiality, professionalism, and customer service.

The Administrative Assistant reports to the Executive Coordinator and collaborates with employees throughout HNWS and its affiliated organizations to ensure efficient and effective office operations.

Essential Duties and Responsibilities  

• Assist with the preparation, revision, distribution, retention, and management of organizational policies, procedures, directives, and administrative records.
• Support the Executive Coordinator with confidential, sensitive, and personnel-related matters while maintaining discretion and professionalism.
• Collaborate with leadership to foster a positive, success-oriented, and high-integrity organizational culture.
• Coordinate and support Board of Directors meetings and activities in accordance with company policies, bylaws, governance requirements, and applicable procedures.
• Schedule, coordinate, attend, and support Board meetings, committee meetings, special meetings, elections, and other organizational events.
• Prepare meeting materials, agendas, presentations, reports, handouts, refreshments, and related documentation.
• Support annual election activities, including candidate verification, election communications, proxy and absentee ballot administration, and vote tabulation.
• Support the distribution of public relations, promotional, and community outreach materials; support media communications and follow-up activities; and support community engagement initiatives and special events.
• Maintain positive and cooperative relationships with community leaders, members, media representatives, and external stakeholders.
• Assist with the preparation and distribution of time-sensitive, emergency, or critical communications.
• Assist members with inquiries and service needs in a professional and courteous manner.
• Provide administrative support for engineering operations, including recordkeeping, request tracking, customer communication, and document preparation
• Cross-train with coworkers and provide support to ensure continuity of operations.
• Manage multiple priorities and effectively work within a collaborative team environment.
• Perform errands and administrative tasks as required, including obtaining supplies and meeting-related materials.
• Identify opportunities to improve office procedures and develop more efficient administrative processes.
• Perform other related duties as assigned by the supervisor.

Required Skills and Abilities

• Excellent verbal, written, and interpersonal communication skills.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong customer service and relationship-building skills.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to adapt to changing priorities and organizational needs.
• Demonstrated problem-solving skills and the ability to learn new processes quickly.
• Ability to resolve conflicts professionally and effectively.
• Strong teamwork and collaboration skills.
• Proficiency in learning and utilizing new software and technology platforms.
• Knowledge of Board governance practices is preferred.

Education and Experience

• High school diploma or General Education Diploma (GED) required.
• Six months to one year of related administrative experience and/or training preferred.
• An equivalent combination of education, training, and experience may be considered.

Computer Skills

• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Ability to learn and effectively utilize company-specific software applications and databases.

Certificates, Licenses, and Registrations

• Valid Florida Driver License required.

Physical Demands

While performing the duties of this position, the employee is regularly required to sit, stand, walk, use hands to handle or operate office equipment, and reach with hands and arms. The employee may occasionally be required to stoop, kneel, crouch, or crawl and must occasionally lift and/or move up to 25 pounds.