Administrative Support Specialist

Description

Department: Administration

Reports To: Executive Director

FLSA Status:  Non-Exempt

Salary: $49,036 - $74,620 Annually

Nature of Work

Under general direction, this role will provide high-level administrative support to both the Executive Director and the Human Resources department. A wide range of administrative and clerical duties will be performed to ensure efficient operation of the organization. 

Requirements

Duties and Responsibilities 

(The intent of this job description is to provide a summary of tasks performed in this classification. Incumbents may be requested to perform job-related tasks other than those specifically presented in this description.)

• Provide comprehensive administrative support to the Executive Director and Human Resources, including scheduling, document preparation, and correspondence.
• Assist with coordinating and executing company-wide activities, events, and special projects, maintaining professionalism.
• Provide assistance to customers in person, and/or written communication. Follow up to ensure that concerns, needs and requests are responded to. 
• Maintain physical and electronic records, including scanning documents and uploading to the file repository in accordance with policy.
• Coordinate and attend Board of Directors meetings and events, including agenda preparation, material organization, and minute-taking. Regular meetings are held the first and third Tuesday evenings of each month (excluding July); additional evening or weekend availability may be required for special meetings and events.
• Represent BSU at Bonita Springs City Council meetings, held on the first Wednesday evening and third Wednesday morning of each month.
• Attend and support internal staff meetings, taking notes, tracking action items, and distributing meeting materials as needed.
• Undertake special projects as assigned, working independently or as part of a team.
• Prepare, edit, and format communications, reports, presentations, and other professional documents.
• Assist with ongoing projects, ensuring tasks are completed efficiently.
• Perform other duties as assigned.

Knowledge, Skills & Abilities

• Business English, the application of such to a variety of formats and styles and editing principles and techniques. 
• Administrative and clerical procedures, including file management and recordkeeping.
• Company policies and procedures.
• Proficient use in Microsoft Office products (Word, Excel, PowerPoint and Outlook). 
• Modern office equipment and various computer programs and applications.
• Excellent writing skills including spelling, grammar, and punctuation.
• Ability to prioritize multiple tasks efficiently.
• Create and maintain spreadsheets with formulas, graphs, and presentations.      
• Organization, prioritization and time management. 
• Strong interpersonal skills with the ability to maintain effective working relationships across all levels of the organization.
• Follow instructions.
• Work independently with minimal supervision.
• Maintain confidentiality and discretion in all aspects of the role.
• Give and receive instructions and apply consistent courtesy and tact in public contact. 
• Be adaptable to performing under deadlines.
• Adaptable and willing to assist in a variety of administrative areas as needed.
• Ability to manage multiple tasks and prioritize effectively.
• Perform duties in accordance with standard operating procedures.
• Clearly communicate and understand information both orally and in writing.
• Establish and maintain effective and cooperative working relationships with both internal and external contacts.

Requirements

• 3 + years’ experience in a highly responsible position.
• Valid Florida driver’s license.