Administrative Assistant

POSITION SUMMARY

The purpose of this position is to provide direct support to the Chief of Staff (COS). The Administrative Assistant (AA) serves as the point of contact for internal and external communication on all matters pertaining to the CEO and COS. The AA also serves as a liaison to the Leadership Team. The AA organizes and coordinates internal and external relations efforts and completes a broad variety of administrative tasks for the CEO and COS while exercising the utmost discretion and confidentiality. The AA must be creative, proactive, hands-on, and enjoy working within a static environment that is results-driven, and fast-paced. The AA will have strong written and verbal communication skills, administrative and organizational skills, and the ability to maintain a balance among multiple priorities. The AA is a team player but can also work independently and prioritize effectively to handle a wide variety of activities in an efficient and confidential manner.

POSITION RESPONSIBILITIES

Administrative

• Provide general administrative support, including answering phones, managing emails, and maintaining schedules for the CEO and COS.

• Coordinate logistics for meetings, events, and board sessions, including scheduling, catering, and materials preparation.

• Provide administrative support to members of the Leadership Team.

• Draft and proofread correspondence, reports, and presentations.

• Track internal and external meeting follow-ups.

• Assist in the preparation and management of budgets, invoices, and expense reports.

• Oversee office supplies and equipment to ensure operational readiness.

• Coordinate with other administrative staff to ensure organizational efficiency.

• Maintain an organized filing system for documents, including sensitive and confidential materials.

• Assist with tracking the progress of key organizational projects and initiatives.

• Assist in coverage of reception and other duties based on the needs of the organization. 

Relationship Management / Gatekeeper

• Assist in managing critical relationships on behalf of the CEO and COS.

• Compile data and reports to support decision-making processes.

• Prepare the CEO and COS for all internal/external meetings, including the request for agendas, list of attendees, and research of organizations and individuals.

• Welcome visitors, and other functions, ensuring guests are cared for.

• Demonstrate the organization’s mission and values.

• Anticipate the CEO and COS’s requests and assist them with tasks as instructed.

POSITION QUALIFICATIONS

• High School Diploma or equivalent and relevant experience required.

• Minimum 5 years of experience (preferably in a corporate setting) supporting C-Level Executives with the utmost integrity, discretion, and maturity.

• Exceptional written and verbal communication skills that are persuasive, credible, and polished.

• Experience with calendar and travel management.

• Strong organizational skills that enable multi-tasking in a fast-paced environment with strict deadlines, while maintaining attention to detail.

• Strong business intuition, sound judgment in practical matters, and impeccable integrity.

• Demonstrated proactive approaches to problem-solving with strong decision-making ability.

• Highly resourceful team players who can work with a diverse group of people, with the ability to also be extremely effective independently.

• Demonstrate the highest level of customer/client service.

• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint) and knowledge of technology.

• Strong work ethic with the tenacity to work under extreme pressure.

• Must maintain a valid Florida Driver’s License and an insured personal vehicle.

BENEFITS AND PERKS

• Medical

• Flexible Spending Account (FSA)

• Dental

• Vision

• 401K + Company Match

• Life Insurance

• Employee Assistance Program (EAP)

• Paid Time Off

• Birthday Off

• Volunteer Hours (paid)

PHYSICAL DEMANDS AND WORKING CONDITIONS

• Hours of Operation: Organization hours are Monday-Friday, 8:00 a.m. – 5:00 p.m., this position may work additional hours occasionally throughout the year, especially during peak times such as holiday seasons, and disaster response.

• Environment: This position works in an office setting with varying periods of standing, talking, and/or visual concentration, and use of office equipment. Must maintain office safety standards. Occasional work will occur in the warehouse or outside in fields and warehouses in inclement weather. The noise in the work environment is usually moderate to loud.

• Travel: This position may have occasional travel for meetings, conferences, or special events which may require the use of a personal vehicle.

• OSHA Standards Lifting requirements are 50 pounds and when lifting loads heavier than 50 pounds, use two or more people to lift the load.

ORGANIZATION

Feeding South Florida (FSF) is a member of the Feeding America network and the leading domestic hunger relief organization serving Palm Beach, Broward, Miami-Dade, and Monroe Counties. As one of

the largest food banks in the Feeding America network, FSF, is responsible for serving 25 percent of the state’s food insecure population. A four-star rated organization by Charity Navigator, FSF is one of the most efficient nonprofits nationally; over 98 percent of all donations are put back into the community.

CORE VALUES

FSF values service above all else. We’re looking for innovative and strategic thinkers who are committed to improving the lives of those around them. FSF “Friendly Food Bankers” embrace the enormity of our role in the community and know that serving others comes before any one individual. Friendly Food Bankers have compassion, dedication, act with integrity, and are committed to stewardship and inclusion.

WE PROVIDE

Full medical, dental, and vision insurance; 401K matching contribution, Paid Time Off (PTO); a diverse team that is representative of the community we serve; continuous learning opportunities; a high-performance culture that will help challenge and grow your skill set.

Wages: $21.63 - $25.48 per hour

Equal Opportunity Employer/Drug-Free Workplace/ADA Compliant.