Administrative Assistant – Job Description
Posted: April 7, 2021
How to apply:
Location of position:
1040 West 10th St., Boca Grande, FL 33921
Salary and hours:
$17.00 per hour to start, commensurate with experience.
6 hours per day, 9:00 am to 3 pm, 4 days per week
Monday, Wednesday, Thursday and Friday
To apply, please submit:
• Cover Letter
• Three References
Submit Applications to: JFLibraryfoundation@gmail.com
Application deadlines: We are seeking to fill this position in the coming weeks. Candidates are asked to submit their material as soon as possible.
POSITION OVERVIEW: The Administrative Assistant reports directly to the Executive Director (ED) in support of the overall mission. This position is responsible for front office activities, including the reception area and purchasing requests. As the Foundation manages a sizeable historical property which includes the library itself, offices and a rental property, this position will be accountable for providing support and problem solving for the maintenance of the properties, the facilities, and contractors/vendors. This position’s goal is to ensure the library and its properties always look its absolute best.
Working closely with the ED and the Foundation’s bookkeeper, this position also plays a role in maintaining and archiving records, tracking donor data in systems, and coordinating the logistics of fundraisers and author/speaker events. Additionally, this position serves to support and coordinate several communication, technology, and social media efforts; the Foundation’s social media presence; troubleshooting basic computer issues; and helping with the publication of newsletters and annual reporting. Special projects may be assigned by the Executive Director and/or Board Chair in support of the organization’s goals. An example could include exploring and implementing a new donor database.
1. Responsible for clerical functions related to filing, records retention, and archiving.
2. Manage the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
3. Negotiates the purchase of office supplies and furniture, office equipment, etc., for the staff, seeking proper approvals in accordance with organization’s purchasing policies and budgetary restrictions.
4. Oversees the maintenance of office equipment, including phone, copier, printers, fax machine, etc.
5. Transcribe, type, and distribute board and board committee meeting minutes.
6. Act as the first line of communication and contact for all maintenance and property management activities. This includes, but is not limited to, supply inventory; managing cleaning, landscaping, pest control and maintenance contractors; walking through the properties daily to identify concerns or issues; take the initiative to correct issues immediately and then coordinate the appropriate next contacts and steps; ensure the contractors are meeting their performance guidelines effectively; oversee maintenance schedules; organize, track and account for keys for all properties; and, act as the primary contact to renters.
7. In support of fundraising efforts and in support of the Foundation’s Financial Associate, explore best practices for tracking and maintaining donor records; track and record “in kind” gifts; and act as a positive and gracious presence to donors, library guests, board members etc.
8. Support all events through organizing the logistics, including invitations; speaker travel; tracking attendance; coordinate necessary technology & equipment; set up canopies and chairs; food & beverage; check in and check out processes, etc.
9. In support of the volunteer management program, assist the Volunteer Coordinator (a Board position) to identify volunteer resources for events and other activities, schedule and train volunteers as needed.
10. Maintain marketing and communication material. Support the production of the newsletter, and any other communications through social media platforms. Oversee the social media accounts and communications on behalf of the ED.
– Bachelor’s degree and/or equivalent experience.
– 3-5 years comparable administrative, property management or operational experience.
– A demonstrated passion for the Foundation and the mission.
– Outstanding communication skills, both written and verbal, combined with an ability to express one’s self in a positive and gracious manner and remain composed.
– Proficient with data entry in operating systems, and Microsoft Excel, Word, and Outlook. Experience with Adobe Suite Photoshop or InDesign a plus.
– Strong organization, multi-tasking and time management skills. Must be detail oriented.
– Problem solver, using common sense and logic.
– Reliable and resourceful.
– Adaptability – can wear many hats and willing to “do whatever it takes to get the job done”.
– Ability to operate and trouble shoot basic office equipment and quickly understand technical systems, social media platforms and databases and utilize same.
– A love for reading, libraries and literature a plus.
– Available to work weekends and evenings in support of fundraising events.
Must have excellent interpersonal and communication skills using the English language. Demonstrates the ability to: read, analyze, and interpret documents; respond effectively to the most sensitive inquiries or complaints; communicate effectively at multiple levels within the organization; manage donor communications professionally and with respect; know when to escalate issues to upper management; communicate to various contractors and suppliers in a simple and timely manner;
PHYSICAL DEMANDS/WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. In addition to usual office environment with frequent sitting, walking, and standing, incumbent must be able to lift and carry objects up to 50 pounds. Frequent use of eye, hand, and finger coordination enabling the use of office machinery. Oral and auditory capacity enabling interpersonal communication as well as communication through automated devices such as the telephone.