Rehabilitation Administrative Assistant

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The Rehabilitation Administrative Assistant serves as the primary administrative support professional for the Senior Executive Director, Senior Director of Rehabilitation Services, and Assistant Director of Employment Services while functioning as the front office coordinator for the Clearwater office. This position is responsible for ensuring efficient office operations, managing executive schedules and communications, coordinating administrative activities, and maintaining a professional and welcoming environment for visitors, employees, consumers, and community partners.

The role provides critical administrative infrastructure that supports organizational operations, executive effectiveness, and efficient office management across multiple departments. The Rehabilitation Administrative Assistant exercises discretion and independent judgment in handling confidential information, coordinating executive priorities, and supporting organizational initiatives. The incumbent must demonstrate exceptional organizational skills, professionalism, initiative, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Primary Duties:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. These duties and responsibilities will be rated on the Annual Performance Review.

Provide direct administrative support to the Senior Executive Director, Senior Director of Rehabilitation Services, and Assistant Director of Employment Services, in addition to other rehabilitation services staff as needed.

Manage calendars, schedules, appointments, meetings, and travel arrangements for assigned staff and coordinate meeting logistics, conference registrations, and special events.

Prepare correspondence, reports, presentations, spreadsheets, agendas, and other business documents.

Prepare meeting materials and maintain records of meetings, action items, and follow-up activities.

Lead Safety Meetings and coordinate safety drills, inspections and annual reporting in alignment with CARF standards.

Additional Responsibilities :

Reception and Office Administration Serve as the primary point of contact for visitors, employees, consumers, vendors, and community partners.

Answer, screen, and direct incoming telephone calls and electronic communications.

Greet visitors and maintain a professional and welcoming office environment.

Receive, sort, and distribute incoming mail, packages, and deliveries.

Coordinate office supply purchasing and inventory management.

Schedule conference rooms and assist with office event coordination.

Coordinate facility requests, office equipment maintenance, and vendor services as needed.

Assist with special projects, strategic initiatives, and organizational priorities.

Establish and maintain positive working relationships with employees, consumers, referral sources, vendors, and stakeholders.

Maintain professionalism and confidentiality in all aspects of work.

Participate in required training and professional development activities.

Support organizational goals and strategic initiatives.

Perform other responsibilities as assigned.

Administrative and Program Support Assist with the preparation and maintenance of reports, contracts, grants, audits, and compliance documentation.

Enter, maintain, and retrieve information from organizational databases and information systems (Set Works).Assist with document retention and records management activities, such as shredding.

Maintain confidential information and records in accordance with organizational policies and procedures.

Support special projects and organizational initiatives as assigned.

Qualifications:

Education, Experience, and Certification(s)
Associate's Degree (AA/AS) required.

Minimum of two (2) years of administrative support, executive assistant, office management, or related professional experience required.

Experience in a nonprofit, healthcare,…