Administrative Assistant

Job Description

Job Description

The EB Mills Foundation of Florida is seeking an Administrative Assistant to provide dependable administrative support and help keep daily operations running smoothly.

*Nonprofit experience strongly preferred *

Administrative Assistant

E.B. Mills Foundation of Florida, Inc.

Employment Type: Full-Time
Classification: Non-Exempt / Hourly
Department: Administration / Operations
Reports To: Director of Human Resources
Location: Onsite (local)
Compensation:

Position Summary

E.B. Mills Foundation of Florida, Inc. is seeking a dependable, organized, professional, and service-oriented Administrative Assistant to support the Foundation's daily administrative and operational activities.

The Administrative Assistant provides support to leadership and staff through scheduling, communications, document preparation, records management, meeting coordination, patron support, office organization, and general administrative functions.

The ideal candidate is highly organized, detail-oriented, able to manage multiple priorities, comfortable handling confidential information, and committed to supporting a mission-driven organization.

Essential Duties & ResponsibilitiesAdministrative & Office Support

• Provide day-to-day administrative support to leadership and staff.

• Manage calendars, appointments, meetings, and scheduling as assigned.

• Answer and route calls, emails, and general inquiries professionally.

• Prepare correspondence, forms, reports, presentations, and other documents.

• Maintain organized electronic and physical filing systems.

• Assist with scanning, printing, mailing, and document distribution.

• Maintain office supplies and assist with inventory and ordering.

• Track deadlines, assignments, and administrative follow-up items.

• Help maintain an organized and professional office environment.

Leadership & Meeting Support

• Assist leadership with scheduling and meeting preparation.

• Prepare agendas, meeting materials, packets, and supporting documents.

• Take and distribute meeting notes or minutes when requested.

• Track action items and assist with appropriate follow-up.

• Coordinate meetings with employees, patrons, vendors, community partners, and other stakeholders.

• Assist with organizational projects and initiatives as assigned.

Patron & Community Support

• Serve as a welcoming and professional point of contact for patrons, families, volunteers, partners, and community members.

• Assist with scheduling patron appointments, meetings, orientations, and follow-up activities.

• Distribute approved forms, applications, informational materials, and resources.

• Assist with collecting and organizing required patron documentation.

• Maintain accurate records while protecting confidential information.

• Direct requests and questions to the appropriate staff member.

• Support community programs, workshops, outreach activities, and Foundation events.

Human Resources Administrative Support

Under the direction of Human Resources:

• Assist with distributing onboarding documents and new-hire materials.

• Help organize personnel records and employment documentation.

• Schedule interviews, orientations, training, and employee meetings.

• Track required forms, acknowledgments, certifications, and training completion.

• Support employee communications and other administrative HR activities.

• Maintain strict confidentiality regarding employee information.

This position provides administrative HR support and does not independently make hiring, compensation, disciplinary, payroll, or other HR decisions.

Financial & Operational Support

• Organize invoices, receipts, purchase documentation, and other records for appropriate personnel.

• Assist with vendor and purchasing documentation.

• Support recordkeeping associated with programs, grants, and operational activities.

• Assist with tracking administrative expenses and documentation as requested.

• Coordinate administrative documentation with Finance, HR, and leadership.

This position does not independently authorize expenditures, approve payroll, process financial transactions, or make accounting decisions unless specifically authorized.

Records, Compliance & Confidentiality

• Maintain accurate and organized organizational records.

• Protect confidential employee, patron, donor, partner, and organizational information.

• Follow Foundation policies regarding privacy, confidentiality, document retention, and information security.

• Assist with maintaining required forms, agreements, acknowledgments, and supporting documentation.

• Ensure documents are appropriately filed and accessible only to authorized personnel.

• Follow established procedures for handling personally identifiable and sensitive information.

Programs, Events & Special Projects

• Assist with Foundation meetings, programs, workshops, and events.

• Support registration, attendance tracking, materials preparation, and event logistics.

• Communicate with vendors, volunteers, partners, and participants as assigned.

• Assist with event setup, breakdown, and administrative coordination.

• Provide administrative support to special projects and working groups as needed.

Required Qualifications

• High school diploma or equivalent.

• Previous administrative, office, customer service, nonprofit, healthcare, education, social services, or related experience preferred.

• Strong written and verbal communication skills.

• Strong organizational and time-management abilities.

• Excellent attention to detail and follow-through.

• Ability to prioritize multiple responsibilities and meet deadlines.

• Professional interpersonal and customer-service skills.

• Ability to maintain confidentiality and exercise discretion.

• Ability to work independently and collaboratively.

• Basic proficiency with computers, email, word processing, spreadsheets, and digital recordkeeping.

Preferred Qualifications

• Associate degree or higher in Business Administration, Office Administration, Human Resources, Nonprofit Management, or related field.

• Experience in a nonprofit, community-based, social service, educational, or mission-driven organization.

• Experience supporting executives or organizational leadership.

• Proficiency with Microsoft 365, including Outlook, Word, Excel, Teams, and SharePoint.

• QuickBooks or similar business software experience is a plus.

• Experience handling confidential employee, patron, or client information.

• Experience supporting community programs, outreach, or events.

Core Competencies

• Professionalism and integrity

• Reliability and accountability

• Confidentiality and discretion

• Organization and attention to detail

• Strong communication skills

• Customer and community service

• Adaptability and problem-solving

• Initiative and follow-through

• Teamwork and collaboration

• Commitment to the Foundation's mission and values

Work Expectations

The Administrative Assistant regularly interacts with Foundation leadership, employees, patrons, volunteers, community partners, vendors, and the public. The individual must demonstrate professionalism, confidentiality, responsiveness, and sound judgment while representing the Foundation.

Occasional participation in Foundation programs, meetings, community activities, or events outside normal business hours may be required.

Equal Employment Opportunity

E.B. Mills Foundation of Florida, Inc. is an Equal Opportunity Employer. Employment decisions are made without unlawful discrimination based on any status or characteristic protected by applicable federal, state, or local law.