Remote State Administrative & Operations Coordinator

Socket.dev; Saint Petersburg (FL); On-site; USD 39,000 - 53,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Retirement plan (403b)

Free facility usage

Job summary

Florida State Alliance of YMCAs, a fully remote organization serving statewide needs, is seeking a highly organized State Administrative & Operations Coordinator in Florida. You will support the CEO and Senior Leadership Team, manage calendars, contracts, grants, invoices, and recordkeeping, and help optimize processes across statewide programs.

The role requires a Bachelor's degree or equivalent plus 3+ years of administrative/operational experience, strong written/verbal communication, and

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Three or more years of administrative, operations, executive support, project coordination, or similar experience preferred.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines independently.
• Strong attention to detail, follow-through, judgment, and discretion.
• Excellent written and verbal communication skills.
• Proficiency with Google Workspace, Microsoft 365, Adobe, Zoom, and similar business platforms.
• Comfortable working independently in a fully remote environment while collaborating with a statewide team.
• Commitment to the YMCA's mission and values.

Responsibilities

• Provide scheduling, meeting coordination, document preparation, and administrative support for the CEO and Senior Leadership Team.
• Track key action items, deadlines, commitments, and organizational priorities and proactively follow up as needed.
• Manage incoming calls and designated Alliance email inboxes.
• Maintain organizational calendars and tracking systems for contracts, grants, agreements, renewals, reporting deadlines, and other key activities.
• Coordinate and maintain Alliance accounts receivable processes, invoices, subscriptions, licenses, recurring expenses, and related financial documentation.
• Assist with budget administration and coordinate financial information with Alliance staff and the organization's fiscal agent.
• Coordinate document approvals, signatures, submissions, and recordkeeping.
• Maintain statewide contact lists, distribution lists, electronic files, organizational records, templates, policies, and other shared resources.
• Serve as a central administrative point of contact for routine software, organizational accounts, technology access, and business-support needs, and help administer related databases and platforms.
• Support staff onboarding and offboarding, including technology, equipment, accounts, and organizational materials.
• Coordinate remote-office administrative needs, including equipment, supplies, organizational materials, mailing needs, and related business functions.
• Coordinate logistics for Board and CEO meetings, retreats, Advocacy Days, trainings, conferences, and other statewide events.
• Support registration, venues, materials, travel information, attendance tracking, and post-event documentation.
• Provide administrative support for Alliance programs, grants, contracts, reports, and statewide initiatives, including document preparation, information collection, signature routing, submissions, and recordkeeping.
• Identify opportunities to improve administrative systems, processes, and workflows.

Skills

Organizational skills

Communication

Detail-oriented

Independent work

Remote collaboration

Education

Bachelor's degree or equivalent

Tools

Google Workspace

Microsoft 365

Adobe

Zoom

Job description

Florida State Alliance of YMCAs, a fully remote organization serving statewide needs, is seeking a highly organized State Administrative & Operations Coordinator in Florida. You will support the CEO and Senior Leadership Team, manage calendars, contracts, grants, invoices, and recordkeeping, and help optimize processes across statewide programs.

The role requires a Bachelor's degree or equivalent plus 3+ years of administrative/operational experience, strong written/verbal communication, and