Naples Office Manager/Administrative Assistant

The Immokalee Foundation (TIF); Naples (FL); On-site; USD 62,000 - 67,000; Full time

Benefits offered by this job

Generous paid time off

Winter break

Medical, Dental, Vision, Life, STD & 4

401(k) match up to 4%

Job summary

The Immokalee Foundation is seeking an organized Naples-based Office Manager/Administrative Assistant to support the CEO and oversee broad office operations. You will manage the CEO’s calendar, prepare correspondence and presentations, coordinate board and donor activities, and maintain filing systems.

You’ll also handle accounting data entry, banking tasks, grants tracking, IT coordination, and staff onboarding.

Qualifications

• Three to seven years of office management and administrative experience.
• High School Diploma/GED required; Associate's Degree preferred.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint), Microsoft 365 and Google Workspace.

Responsibilities

• Provide CEO administrative support including calendar management, travel coordination, and meeting prep.
• Draft, edit and prepare professional-grade correspondence, presentations and reports for the CEO.
• Coordinate logistics for board meetings, leadership events and high-profile visits.
• Serve as liaison between CEO and internal departments, donors, and partners.
• Maintain secure filing systems for executive records and documents.
• Oversee office management and facility maintenance tasks; monitor cleanliness and supplies.
• Process data in accounting systems; daily banking and check preparation as needed.
• Support philanthropy, donor relations and grants calendar; update donor data.
• Coordinate IT with external providers; manage tech inventory and AV setup.
• Assist with onboarding and workspace changes for new staff.
• Track grant information for reporting and renewals.

Skills

Microsoft Office

Calendar management

Written communication

Verbal communication

Record keeping

Time management

Discretion

Organization

Google Workspace

Education

High School Diploma/GED

Associate's Degree

Job description

Naples Office Manager/Administrative Assistant

Essential Functions

• CEO Administrative Support (35%)


• Manage CEO's calendar, schedule meetings, coordinate travel, and support preparation for internal and external engagements.


• Draft, edit, and prepare professional-level correspondence, presentations, and reports on behalf of the CEO.


• Coordinate logistics for board meetings, leadership team events, and high-profile stakeholder visits.


• Act as liaison between the CEO and internal departments, board members, donors, and community partners.


• Maintain secure digital and physical filing systems for executive records, correspondence, and institutional documents.

Office Management & Facility Maintenance Support (20%)

• Monitor general office cleanliness and coordinate with cleaning services as needed.


• Manage supply inventory and restock office materials (e.g., paper, snacks, printer ink).


• Submit and follow up on building maintenance requests.


• Assist with workspace setup for new employees or office rearrangements.

Finance and Accounting Administrative Support (15%)

• Input data into accounting systems as directed by the CFO.


• Daily banking activities and deposits.


• Prepare checks if needed.

Philanthropy & Grant Administrative Support (15%)

• Generate and mail donor acknowledgment letters.


• Update donor database (Raiser’s Edge) with contact, gift, and event data.


• Assist with planning and execution of donor events and board meetings.


• Support the grant process by maintaining and updating the grants calendar in Google Docs and adding due dates/deadlines to the Director of Grants' calendar and other required staff members' calendars, especially Marketing and Finance.


• Track submitted grant information for future reporting and renewals.

IT and Technology Coordination (15%)

• Serve as primary contact with external IT providers for troubleshooting and maintenance.


• Track tech inventory and coordinate the distribution of devices.


• Support staff with conference room AV, Zoom/Teams setup, and technology use.


• Coordinate renewals for software licenses and user access needs.

Education

• High School Diploma/GED required


• Associate's Degree preferred

Experience

• Three to seven years of office management and administrative experience.

Essential Skills

• Proficiency with Microsoft Office (Word, Excel, PowerPoint), Microsoft 365, and Google Workspace.


• Calendar and schedule management.


• Strong written and verbal communication skills.


• Record keeping and document management.


• Time management and the ability to prioritize and reprioritize with minimal direction.

Personal Qualities

• Attention to detail


• Organized and efficient


• Discretion and confidentiality


• Problem-solving and resourcefulness


• Adaptability


• Professionalism


• Intuition and anticipation of needs


• Courage to ask questions, make recommendations, and raise issues to management

Compensation and Benefits

• $62,000-$67,000 per year


• Generous paid time off, including winter break


• Medical, Dental, Vision, Life, STD & LTD benefits


• 401(k) match up to 4%