Administrative Services Associate

Job Description

Job Description

We are looking for a proactive Admin to support the daily operations and mission-driven work of a foundation in Sarasota, Florida. This position serves as a welcoming point of contact for visitors, callers, donors, volunteers, and internal partners while also managing essential administrative and financial tasks that keep the office running smoothly. The ideal candidate brings strong organization, sound judgment, and a service-oriented approach to a fast-moving environment where priorities can shift throughout the day.

Responsibilities:

• Welcome guests and respond to incoming calls with professionalism, creating a positive experience for donors, staff, volunteers, and community partners.

• Process a high volume of invoices each day by verifying purchase order details, confirming amounts, and entering information accurately for review and approval.

• Reconcile and code company card transactions and coordinate routine office purchases to ensure supplies and operational needs are met.

• Prepare and record daily deposits with careful attention to documentation, timeliness, and accuracy.

• Maintain shared office and meeting spaces by stocking supplies, organizing mail, supporting kitchen upkeep, and ensuring equipment such as printers is ready for use.

• Assist with fundraising and departmental projects by handling administrative tasks, organizing materials, tracking inventory, and contributing wherever support is needed.

• Deliver documents or materials to nearby hospital departments, including the cancer center, to support ongoing foundation activities.

• Provide dependable day-to-day administrative support that helps advance philanthropic outreach and foundation initiatives.

• 2+ years of administrative experience preferred.

• Associate’s degree preferred.

• Strong organizational skills with the ability to manage multiple responsibilities and meet deadlines in a dynamic setting.

• High level of accuracy in recordkeeping, data entry, and financial support tasks.

• Comfortable handling front-desk responsibilities, inbound calls, and in-person interactions with a courteous and service-focused demeanor.

• Flexible and dependable, with a willingness to assist across projects and adapt to changing daily priorities.

• Proficiency with Microsoft Office; familiarity with accounting platforms.

• Detail-oriented, achievement-oriented personality with a genuine desire to support others and contribute to a mission-driven team.