Administrative Assistant
Nonprofit South Florida - Fort Lauderdale, FL

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This is a 501(c)(3) nonprofit organization whose objective is to promote sustainable development systems and foster eco-economic development of small farmers, rural small businesses, home makers and semi-rural and peri-urban communities, orphanages, and immigrants. Its activities target the developing sectors of the southern United States and emerging markets of selected countries in Latin America, the Caribbean, Africa, and Asia. The implementation strategy involves the empowerment and enhancement of the capabilities of individuals, organizations, and industry through education, training, consultancy, research and policy analysis, and asset acquisition towards the development sustainable livelihoods and improved quality of life. In its program implementation it focuses on services in the past to over 3,000 clients (Rural Small and Medium Enterprises (SMEs), small family farms, marginalized women, youth and the elderly, new American farmers, Women in Business, Veterans in Small Business, Farmers-in-the Middle (Caucasian Farmers in-transition).

Definition: Working under the supervision of the Director and staff, the full-time Administrative oversees and executes all office procedures and other tasks assigned by the staff. Salary is commensurate with experience ($25,000-$30,000).

Duties and Responsibilities (by Category)

Administrative Assistant Priorities: Draft/Edit all letters and other documentation leaving the office. Relieve management of administrative detail for all projects. Coordinate work flow. Update and chase delegated tasks to ensure progress to deadlines. Take initiative in manager’s absence. Keep projects on schedule. Maintain procedures manual to ensure consistent performance of routines.

Communication: Compose correspondence/reports for own or manager’s signature. Arrange essential mail in priority action order for boss. Check deadlines on incoming requests and put preliminary work in play. Process replies on own initiative or from bosses’ dictation or notes
Research, draft or abstract reports.

Phone Service/Communication: Handle all inquiries within my capacity. Arrange "callbacks" to protect supervisor(s) time. Provide back-up materials for callbacks. Route calls elsewhere as needed. Do phone surveys/inquiries as needed.

Appointments/Meetings: Prepare agenda in advance. Arrange meeting facilities
Act as recording secretary; prepare action minutes. Maintain calendar of all “out-of-office” meetings and appointments for staff.

Confidentiality: Perform to earn Director and Program Manager’s full confidence. Assure discreet handling of all business.

Visitors: Screen to control interruptions in staff member work flow. Provide back-up data and support as needed. Arrange amenities as needed. As arranged, "rescue" boss from laggards
Schedule visits away from supervisor(s) area to protect priority/private tasks (ie., conference room or front desk).

Travel: Arrange travel through internal or outside agents (coordinate this with Program Manager). Arrange travel advances. Prepare itinerary, trip file and supplies. Prepare expense report tools for supervisor. Complete expense reports after trip.

Data Management: Improve/tighten storage/retrieval systems. Update and manage index.

Routines: Update secretarial/clerical desk manual. Set up "tickler" system. Set up "exception reporting" system to handle routines without supervision. Routinely re-order department supplies. Update mail/phone directories. Make these available to trainees.

Projects: Handle administrative detail, all projects. Seek greater role in projects within administrative and other areas of competence. Seek training on projects outside my range.

Supervision: As required, recruit, hire, train and supervise part-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff. Study and review company or department procedures. Recommend management action to improve standard operating procedures.
Take part in any administrative meetings to assure secretarial follow-through. Take initiative on requests and inquiries of administrative nature, especially when supervisor(s)’specialty is not administrative. Prepare and control administrative budgets.

Knowledge, Skills, and Abilities: Strong computer (& program) literacy. Strong verbal/communication, writing, analytical and problem‐solving skills. Knowledge of principles and practices of nonprofit organizations, planning, records management and/or general administration. Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines. Ability to follow oral and written instructions. Strong grammar/spelling proficiency for editing documents . Acute attention to detail.

Minimum Qualifications: At least three (3) years’ experience in general office responsibilities and procedures. Must be computer literate (excellent proficiency in Word required; experience with Excel and Power point is a plus). Knowledge of principles and practices of basic office management and organization. Knowledge of the basic principles and practices of bookkeeping. Ability to work well either alone or as part of a team. Ability to create customer/clientele databases .

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