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

Paid time off including winter break

Medical, Dental, Vision, Life, STD & L

401(k) match up to 4%

Job summary

The Immokalee Foundation (TIF) in Naples, FL seeks an experienced Office Manager/Administrative Assistant to support the CEO and run day-to-day operations. You will manage the CEO's calendar, coordinate travel, prepare professional documents, and liaise with departments, donors, and partners.

Your role also covers office logistics, budgeting-related tasks, vendor coordination, and IT/facilities support, ensuring confidential handling of sensitive information with strong organizational skills.

Qualifications

• High School Diploma or GED required.
• Associate's degree preferred.
• 3–7 years of office management/administrative experience.
• Proficiency with Microsoft Office, Microsoft 365, and Google Workspace.

Responsibilities

• Manage CEO calendar, schedule meetings, coordinate travel, and prepare materials.
• Draft and edit correspondence, presentations, and reports for the CEO.
• Coordinate board meetings, donor events, and stakeholder visits.
• Maintain filing systems and liaison with departments, donors, and partners.
• Oversee office operations, supplies, IT coordination, and facilities requests.

Skills

Microsoft Office

Calendar management

Written/verbal comms

Record keeping

Time management

Discretion/confidentiality

Problem solving

Adaptability

Education

High School Diploma/GED

Associate's Degree preferred

Tools

Microsoft 365

Google Workspace

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%