Administrative Assistant

EARLY LEARNING COALITION OF HILLSBOROUGH COUNTY; Tampa (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

EARLY LEARNING COALITION OF HILLSBOROUGH COUNTY seeks an Administrative Assistant to support the CEO and CFO with diverse administrative tasks. The role reports to the CFO and requires handling confidential information and coordinating senior-level schedules.

Responsibilities include calendar management, travel planning, invoice processing, report preparation, and inter-department collaboration to enhance organizational impact and compliance with applicable laws and policies.

Qualifications

• High school diploma or equivalent; Associate’s degree preferred.
• 3 years’ experience in an administrative role; senior executive support preferred
• Nonprofit work environment experience
• Knowledge of Roberts Rules of Order and Sunshine Law
• Maintain confidentiality and discretion in all matters
• Professional, detail-oriented with strong communication and interpersonal skills
• Proficiency in Microsoft Office and Outlook
• Must pass level 2 background screening and have Florida driver's license

Responsibilities

• Support CEO and CFO administrative activities to advance department goals.
• Manage CEO/CFO calendars, scheduling, travel planning, and expense processing.
• Assist in evaluating high-priority CEO/CFO demands to optimize impact.
• Create reports and track organizational impact.
• Assist with special assignments, research and report preparation.
• Route email confidentially and promote inter-department collaboration.
• Co-manage USPS mail distribution and conference room scheduling.
• Support Public Records requests and other duties as assigned.

Skills

Time management

Project management

Communication skills

Confidentiality

Customer service

Interpersonal skills

Diversity awareness

Problem solving

Team collaboration

Education

High school diploma or equivalent

Associate’s degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Description

POSITION SUMMARY

The Administrative Assistant position supports the strategic communication and outreach of the Chief Executive Officer and the Financial Management Team. The incumbent provides direct support to the Chief Executive Officer and Chief Financial Officer with highly diverse and complex administrative functions. This position reports directly to the Chief Financial Officer.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manage both Chief Executive Officer (CEO) and Chief Financial Officer (CFO) administrative activities related to strategic efforts to advance the effectiveness and responsiveness of the department
• Responsible for management of CEO and CFO calendars including but not limited to, organizing schedules and meetings, event planning, file and document management, invoice processing, travel planning, and expense report processing
• Assist in evaluating and prioritizing competing CEO and CFO demands to optimize impact on the Coalition’s financial management operations
• Manage systems for tracking and measuring organizational impact, creating reports to demonstrate effectiveness
• Research best practices related to departmental programs and provide strategic recommendations
• Assist with all special assignments, research, and report preparation
• Tasked with reading and routing email correspondence ensuring confidentiality
• Works to promote inter-departmental collaboration within the Coalition to facilitate CEO influence and decision making
• Co-manage distribution of all incoming USPS mail
• Co-manage Integrity Conference Room calendar and scheduling
• Work on special projects as assigned
• Assists internal Coalition stakeholders with fulfilling Public Records requests
• Perform other duties as assigned

SUPERVISORY RESPONSIBILITIES

None

Requirements

QUALIFICATIONS

• High school diploma or equivalent; Associate’s degree preferred.
• Ability to exemplify our Core Values.
• Minimum 3 years’ experience in an administrative role; senior executive support preferred
• Prior experience working in a nonprofit work environment
• Knowledge of Roberts Rules of Order and Sunshine Law required
• Proven ability to maintain a high level of confidentiality and discretion
• Highly professional, detail-oriented individual with polished communication and interpersonal skills
• Knowledge of Best-in-Class Customer Service Skills
• Ability to effectively communicate with diverse populations
• Ability to navigate challenging situations and provide solutions
• Excellent time and project management skills with a proven ability to meet deadlines
• Ability to work collaboratively with all team members
• Technically savvy and proficient in Microsoft Office (Word, Excel, and PowerPoint) and Outlook
• This position requires successful completion of the level 2 background screening standards as set forth in s. 435.04, F.S.
• Valid Florida driver’s license and the ability to drive a passenger vehicle

Physical Activity/ Work Conditions

• Work Environment: This job operates in a general office setting. This role routinely uses standard office equipment such as computers, phones, copiers/fax machines. While performing the duties of this job, the employee frequently interacts with staff, vendors, and the public in person and via telephone and email. Flexibility to work outside normal working hours is required due to the nature of the role.
• Physical Demands: While performing the duties of this job, the employee will be required to sit for prolonged periods, at a desk, utilizing a computer, reviewing online, and paper documents. The employee will also be required to lift and move up to 25 pounds and occasionally lift and move up to 50 pounds.
• Non-Traditional Hours: This job requires some periodic travel and performance of duties outside of normal business hours (e.g., Community Events, Listening Sessions, etc.)