Office Manager/Administrative Assistant

The Immokalee Foundation Inc; Naples (FL); On-site; USD 42,000 - 64,000; Full time

Job summary

The Immokalee Foundation Inc in Naples is seeking an experienced Office Manager/Administrative Assistant to support the CFO and the President & CEO, streamline office operations, and ensure confidential handling of sensitive information.

The role combines administration, donor relations, and basic finance tasks, with responsibilities spanning calendar management, travel coordination, board logistics, and IT coordination.

Qualifications

• Three to seven years of office management and administrative experience.
• Proficiency with Microsoft Office, Microsoft 365, and Google Workspace.
• Ability to manage calendars, coordinate travel, and prepare professional correspondence.
• Strong written and verbal communication across levels.
• Attention to detail and confidentiality of sensitive information.
• Proactive, self-motivated with strong organizational skills.
• Able to prioritize, multitask, and meet deadlines.

Responsibilities

• CEO Administrative Support: manage calendar, meetings, travel, and board logistics.
• Office Management & Facility: supervise cleanliness, supplies, and maintenance requests.
• Finance & Accounting Admin: data entry, deposits, and check preparation.
• Philanthropy & Grant Admin: donor letters, Raiser's Edge updates, events, grant calendar.
• IT & Tech Coordination: liaise with IT providers, manage devices, and AV setup.

Skills

Microsoft Office

Microsoft 365

Google Workspace

Calendar management

Travel planning

Meetings coordination

Communication

Record keeping

Time management

Education

High School Diploma/GED

Associate's Degree

Job description

Description

The Naples Office Manager/Administrative assistant, reporting to the Chief Financial Officer, is responsible for optimizing office operations and providing administrative support for the Foundation's President & CEO. The ideal employee is highly proactive, takes initiative, and highly intuitive. To be successful in this role, the employee must take personal ownership, possess a high level of accountability, communicate exceptionally well, and create efficiency for the office and ease of doing business for the President & CEO.

Essential Functions:

Daily attendance and punctuality are an important responsibility of all Immokalee Foundation employees and therefore considered an essential function for all positions. In addition:

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, 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 add due dates/deadlines to the Director of Grant's calendar and other required staff members, especially Marketing and Finance calendars.
• 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 tech use.
• Coordinate renewals for software licenses and user access needs.

Requirements

Education:

High School Diploma/GED Required. Associate's Degree Preferred

Experience:

Three to seven years of office management and administrative experience.

Essential Skills:

• Software proficiency: Using programs like Microsoft Office (Word, Excel, PowerPoint), Microsoft 365, and Google Workspace to create documents and spreadsheets.
• Calendar and schedule management:
• Planning appointments, booking travel, and organizing meetings without conflicts.
• Communication: Writing clear emails, speaking politely on the phone, and listening well to persons at multiple levels and differing environments.
• Record keeping: Filing digital and physical documents so information is easy to find.
• Time management: Juggling multiple duties and finishing tasks before deadlines arrive. Ability to prioritize and reprioritize with minimal to no direction.

Personal Qualities:

• Attention to detail: Catching small mistakes in reports or messages before they cause bigger issues.
• Organized: Having a clear system to manage your time, space, and tasks so work can be done efficiently and with less stress.
• Discretion and confidentiality: Keeping sensitive company and personal information safe and private.
• Problem-solving: Resourceful. Thinking fast to fix unexpected challenges, like tech glitches or scheduling mix-ups.
• Adaptability: Staying calm and changing plans quickly when office priorities shift.
• Professionalism: Acting as a warm, welcoming face and voice for the business during every interaction.
• Intuitive: Ability to look beyond what's directly in front of you and anticipating the needs of the office and the President & CEO.
• Courage: Having the ability to ask questions, make recommendations and bringing issues to management's attention.

Preference to Collier County/Naples residents due to facilities responsibilities.