Administrative Assistant

Job Description

Job Description

NOTE: THIS IS A PART TIME POSITION WITH THE OPTION TO GROW INTO A FT ROLE AS WE EXPAND

POSITION TITLE: Administrative Assistant

REPORTS TO: CEO

SUPERVISES: N/A

EXEMPT OR NON-EXEMPT: Non-Exempt

PERMANENT/TEMPORARY/SEASONAL: Temporary

LOCATION: Hybrid

PERCENTAGE OF FULL TIME EMPLOYMENT: 60%

PRIMARY RESPONSIBILITY:

Provide administrative support and assistance to CEO, executive officers, and board of directors to ensure efficient operations of the organization.

ESSENTIAL JOB FUNCTIONS:

• Coordinate calendars of executive level staff specifically the CEO
• Prepare and edit correspondence, communications, presentations, and other documents.
• Take, transcribe, and retain board, committee, leadership and staff meeting minutes.
• Provide administrative board support as assigned and approved by CEO.
• Manage and maintain executives’ schedules, appointments and travel arrangements.
• Arrange and coordinate executive meetings and events.
• Liaise with internal staff at all levels. Answer questions and requests, and properly direct communications.
• File and retrieve documents and reference materials.
• Conduct research, assemble and analyze data to prepare reports and documents.
• Manage processes and drive discreet projects to completion with limited oversight and management.
• Coordinate project-based work.
• Create and process thank you letters for donations as directed.
• Utilize donation tracking systems to track and manage donations for government required reporting.
• Other duties as assigned by the CEO.
• Computer skills including Microsoft Office suite, social media and internet. Familiar with accounting software programs.

• Verbal and written communication skills: should have a solid command of the English language and editorial skills.
• Software and Application usage experience, such as board spot, sharepoint, etc.
• Multitasking and decision-making skills: must be adept at handling several tasks almost simultaneously. Should be able to plan, prioritize, and make time-effective decisions.
• Interpersonal skills: the incumbent will be working with others, including visitors, donors and other office personnel. The ability to be courteous and possessing a calm demeanor are very important.
• Organizational skills: must be detail-oriented and organized, able to locate a document or recall protocol at a moment’s notice.
• Information gathering and information monitoring skills. Demonstrates a high degree of discretion and respect for confidentiality at all times.
• Problem analysis and problem-solving skills.
• Displays tact, equanimity, and professionalism when faces with difficult or stressful situations.

EDUCATION/EXPERIENCE REQUIREMENTS:

• At least 3 years’ experience providing support at the executive level.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
• Familiarity with standard office administrative practices and procedures.
• Capable of working extra hours and/or weekends whenever necessary.

PHYSICAL REQUIREMENTS:

• Ability to do standard file and box lifting up to 50 LBS – occasionally
• Ability to work in extreme weather conditions (heat, humidity, rain) – occasionally
• Ability to sit for extended periods of time – often
• Ability to type and utilize a computer for extended periods of time – often
• Ability to utilize and talk on the phone - often

The Clearwater Marine Aquarium reserves the right to revise job descriptions or work hours as required.

All job requirements are subject to change to reflect the evolving position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties to which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor/manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an “at-will” basis.

A statement of “temporary” position is not a guarantee of employment. It simply means the role has a set end date (typically up to 1 year) and/or has deliverables to be met and if those deliverables are not met the position may be terminated. In Florida, employment is "at-will" by default, meaning either party can terminate the relationship at any time for any legal reason and as such continued employment remains on an “at-will” basis.

Clearwater Marine Aquarium is an equal opportunity employer, and does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or other non-merit factor. Clearwater Marine Aquarium participates in E-Verify, please view the Notice of E-Verify Participation and the Notice of Right to Work.