Administrative Assistant

211 Palm Beach; Town of Florida (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Employee assistance program

Life insurance

Paid time off

403(b)

Job summary

211 Palm Beach Treasure Coast is seeking an Administrative Assistant to provide comprehensive support to our leadership and staff. You will help maintain an organized office, manage calendars, draft documents, handle inquiries, and ensure a welcoming environment for staff and community partners.

The ideal candidate has 3–5 years of administrative experience, proficiency with Microsoft Office 365, strong communication and time-management skills, and a professional approach to confidential

Qualifications

• High School Diploma or equivalent.
• 3–5 years of administrative/office support or related experience.
• Proficiency with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams).
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to manage multiple priorities and deadlines with attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Manage calendars, appointments, meetings, and scheduling.
• Prepare meeting agendas, materials, and minutes.
• Answer and direct phone calls, emails, and visitors professionally.
• Draft, proofread, and format correspondence, reports, presentations, and other documents.
• Maintain confidential records and sensitive information.
• Coordinate mail operations, office supplies, purchasing, and vendor relationships.
• Process invoices, purchase requests, and expense documentation.
• Organize and maintain filing systems (electronic and paper).
• Assist with planning meetings, trainings, and special projects.
• Track deadlines and follow up on assignments.
• Serve as a welcoming and professional point of contact for staff, clients, vendors, and community partners.
• Assist with facility coordination and general office organization.

Skills

Strong written and verbalcommunication

Excellent organizational skills

Time-management

Discretion and confidentiality

Education

High School Diploma or equivalent

Tools

Microsoft Office 365

Adobe Acrobat

CRM systems

Job description

Join Our Team

We are seeking a highly organized, detail-oriented Administrative Assistant to provide administrative and operational support to our leadership team and staff. This position is ideal for a professional who enjoys keeping an office running smoothly, managing multiple priorities, and providing outstanding customer service.

The successful candidate is proactive, resourceful, dependable, and able to anticipate needs while maintaining the highest level of professionalism and confidentiality.

About the Role

As the Administrative Assistant, you will play a key role in supporting daily office operations and ensuring an efficient, organized, and welcoming environment for staff, visitors, and community partners.

Key Responsibilities

• Manage calendars, appointments, meetings, and scheduling.
• Prepare meeting agendas, materials, and minutes.
• Answer and direct phone calls, emails, and visitors professionally.
• Draft, proofread, and format correspondence, reports, presentations, and other documents.
• Maintain confidential records and sensitive information.
• Coordinate mail operations, office supplies, purchasing, and vendor relationships.
• Process invoices, purchase requests, and expense documentation.
• Organize and maintain electronic and paper filing systems.
• Assist with planning meetings, trainings, board events, and special projects.
• Track deadlines and follow up on assignments to ensure timely completion.
• Serve as a welcoming and professional point of contact for staff, clients, vendors, and community partners.
• Assist with facility coordination and general office organization.

Qualifications

Required

• High School Diploma or equivalent.
• Three (3) to five (5) years of administrative, office support, customer service, or related experience.
• Proficiency with Microsoft Office 365, including Word, Excel, Outlook, PowerPoint, and Teams.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Ability to manage multiple priorities and deadlines while maintaining attention to detail.
• Ability to maintain confidentiality and exercise sound judgment.
• Reliable transportation for occasional work-related errands.

Preferred

• Experience supporting senior leadership.
• Experience with Adobe Acrobat.
• Experience with databases, CRM systems, or donor management software.
• Experience working in a nonprofit or mission-driven organization.

What We're Looking For

The ideal candidate will:

• Be highly organized, accurate, and detail-oriented.
• Take initiative and proactively solve problems.
• Demonstrate professionalism, discretion, and sound judgment.
• Communicate effectively with individuals at all levels of the organization.
• Work independently while also contributing as a collaborative team member.
• Thrive in a fast-paced environment with changing priorities.
• Consistently follow through on assignments and responsibilities.
• Deliver exceptional customer service to both internal and external stakeholders.

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods.
• Ability to occasionally lift and carry up to 25 pounds.
• Ability to travel locally for occasional meetings, events, and office-related errands.

The position:

Full time

Location:

The position will be based in our temporary Delray location for approximately 12-18 months before relocating back to Lantana in our newly constructed building.

Benefits:

• Health insurance
• Dental insurance
• Vision insurance
• Employee assistance program
• Life insurance
• Paid time off
• 403(b)

Why Join Us?

Join a mission-driven organization dedicated to making a difference in the lives of individuals and families throughout our community. We offer a supportive, collaborative work environment where your skills and contributions will have a meaningful impact every day.

About Us

211 Palm Beach Treasure Coast is a private nonprofit 501(c)3 agency that was started in 1971 and quickly expanded into crisis counseling and suicide prevention. Our agency fosters a compassionate team dedicated to serving Palm Beach County and the Treasure Coast, encompassing five counties. With additional partners contributing funding, we've established a high-quality, centralized access point for essential health, human services information, and crisis support. Recognized nationally by the FCC for information and referral purposes, 2-1-1 has become the designated telephone number for our agency's helpline. Our mission is to save lives through crisis intervention and by connecting people to essential health, mental health, and wellness services 24 hours a day, every day.

211 Palm Beach/Treasure Coast is an Equal Opportunity Employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.

Local and national background clearance required.