Administrative Support Specialist Executive/HR

Administrative Support

Under general direction, this position provides comprehensive administrative support to the Executive Director and Human Resources department. The role requires a highly organized, proactive individual who can manage multiple priorities, communicate effectively across departments and external contacts, and ensure accuracy, professionalism, and confidentiality in all work products. Responsibilities include providing executive-level administrative support, coordinating Board of Directors meetings and materials, supporting internal and external communications, assisting with outreach and community engagement efforts, and contributing to organizational initiatives and special projects.

Duties and Responsibilities:

• Provide comprehensive administrative support to the Executive Director and Human Resources, including scheduling, document preparation, correspondence, and coordination of meetings and activities.
• Support outreach and community engagement efforts, including career fairs, community events, and other outreach opportunities.
• Coordinate and provide administrative support for new hire benefit meetings, orientations, interviews, recruitment activities, and other employee and organizational meetings and events.
• Maintain accurate physical and electronic records, including scanning, filing, and uploading documents in accordance with organizational policies and procedures.
• Coordinate and support Board of Directors meetings and related activities, including preparing agendas and meeting materials, taking minutes, and assisting with overall meeting administration. Regular meetings are held the first and third Tuesday evenings of each month, excluding July. Occasional evening or weekend availability may be required for special meetings and events.
• Actively participate in Board meetings by listening attentively, requesting clarification when needed, and coordinating with departments to verify information and ensure accurate meeting minutes and records.
• Attend Bonita Springs City Council meetings as required and assist with other external meetings, community events, and outreach activities as assigned.
• Create, schedule, and publish content for company Facebook and Instagram pages in alignment with organizational branding, messaging, and communication standards.
• Design materials using Canva, including internal flyers, newsletters, presentations, and external social media content, ensuring consistency with company standards.
• Support internal staff meetings by taking notes, tracking action items, preparing and distributing meeting materials, and providing other administrative assistance as needed.
• Prepare, edit, and format communications, reports, presentations, correspondence, and other professional documents.
• Perform general office administrative duties, including filing, data entry, maintaining office supplies, and providing general administrative support.
• Communicate clearly and professionally with staff at all levels, as well as external contacts, to ensure timely and accurate coordination across departments.
• Ensure communications, social media content, and organizational materials are reviewed and approved prior to distribution or publication to maintain accuracy, quality, and consistency.
• Demonstrate initiative by identifying tasks, anticipating needs, and proactively supporting the Executive Director, Human Resources, and organizational operations.
• Adapt to changing priorities and provide administrative support to multiple departments as needed to ensure effective organizational operations.
• Assist with special projects and organizational initiatives as assigned, working independently or as part of a team.
• Support ongoing projects by coordinating tasks, tracking progress, and ensuring work is completed accurately and efficiently.
• Perform other duties as assigned.

Knowledge, Skills & Abilities:

• Knowledge of administrative and clerical procedures, including file management, recordkeeping, and document organization.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to create and maintain spreadsheets, presentations, reports, and other professional documents.
• Proficiency with Canva or similar design tools for creating professional internal communications, newsletters, flyers, presentations, and social media content.
• Basic website editing skills, including updating text, links, documents, and attachments.
• Strong written and verbal communication skills, including proper grammar, spelling, proofreading, and professional business writing.
• Strong organizational and time management skills, with the ability to manage multiple priorities, meet deadlines, and maintain attention to detail.
• Ability to work independently, take initiative, anticipate needs, and adapt effectively to changing priorities.
• Strong interpersonal skills, with the ability to establish and maintain effective working relationships with employees at all levels, departments, Board members, and external contacts.
• Ability to maintain confidentiality and exercise sound judgment and discretion when handling sensitive or confidential information.
• Knowledge of standard office practices, policies, procedures, and business etiquette.

Requirements:

• Minimum of three (3) years of progressively responsible administrative, executive support, or office coordination experience.
• High school diploma or equivalent required. Associate degree or higher in Business Administration, Communications, or a related field preferred.
• Human Resources experience preferred.
• Valid Florida driver's license.