Position Overview
Seeking a highly organized and detail-oriented
Administrative Assistant to manage the day-to-day administrative operations of our office. This role is
critical to ensuring efficient workflow, seamless communication, and essential support across all
organizational departments, including management and Human Resources.
Key Responsibilities
Office Management & Communication
● Serve as the primary point of contact for all internal staff, external clients, and visitors, providing
general support and a professional welcome.
● Manage all incoming communications, including answering, screening, and directing phone
calls appropriately.
● Draft, write, and distribute all professional correspondence, including emails, memos, letters,
faxes, and internal forms.
● Develop, maintain, and manage the organization’s filing system (both physical and digital).
● Update and maintain established internal office policies and procedures.
Organizational & Financial Support
● Organize and manage the scheduling of appointments for leadership and staff.
● Plan and coordinate internal and external meetings, ensuring all logistics are handled, and take
detailed minutes during sessions.
● Assist in the preparation and finalization of regularly scheduled reports and documentation.
● Maintain accurate and up-to-date contact lists for all stakeholders.
● Process, submit, and reconcile expense reports in close conjunction with the bookkeeper.
Interdepartmental & HR Liaison
● Act as the key liaison between managers and the Executive/Senior Administrative Assistant to
handle specific requests and coordinate information flow.
● Provide essential assistance and support to the Human Resources function for all employees,
aiding in administrative tasks related to personnel management.
Qualifications
● Proven experience as an administrative assistant or office manager.
● Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
● Exceptional organizational, time management, and multitasking skills.
● Excellent written and verbal communication abilities.
● A professional demeanor and strong customer service focus.
Work Location:
In-office (West Palm Beach)
Work Hours: Monday-Friday, 7:00am - 3:00pm (subject to change based on projects/work-flow)
Employment Type:
Compensation:
Full-time, salaried
Starting at $33,000/year (based on experience & qualifications)
