Office Administrator

Job Details

• Location:
  
  Ann Storck Center – Fort Lauderdale, FL 33317
• Position Type:
  Full Time
• Education Level: High School
• Travel Percentage:
  Up to 25%
• Job Shift: Day
• Job Category:
  Admin – Clerical

Position Summary:

The Office Administrator is responsible for providing executive level administrative support to the organization’s officers, managing office operations, and providing administrative support for other departments.

• Maintains the CEO’s appointment calendar; facilitates employee requests for appointments with CEO.
• Fields calls on behalf of the CEO; assists callers and/or directs to the appropriate party.
• Keeps the CEO informed of upcoming meetings, appointments, events and opportunities.
• Promptly and accurately files documents to ensure critical information is organized and easily accessible (e.g., audits, grants, contracts, surveys, correspondence, etc.).
• Manages travel arrangements.
• Prepares internal/external memos, correspondence, meeting notices, contracts and applications, etc.
• Coordinates with the CEO and the Development Department on the distribution of Holiday Cards.
• Assists the CEO in preparation for meetings (executive, staff, agency, etc.); performs other secretarial and clerical duties as directed.
• Attends meetings and records minutes, as requested.
• Prepares agenda, minutes, reports and other pertinent material required for presentation.
• Keeps participants informed as to meeting dates, times and locations (arranges for refreshments, meals, if required).

• Provides oversight of the front desk receptionist.
• Ensures front office operations run smoothly and that support services are delivered in a timely and professional manner.
• Assists with coverage of the Front Desk and covers telephones as necessary.
• Ensures incoming mail is delivered to the appropriate department/individual on a daily basis.
• Ensures phone lists are updated and distributed regularly.
• Establishes standards, policies and procedures and organizes office operations; periodically updates the Administration policies, procedures and Best Practices.
• Ensures the accuracy and timely submission of reports.
• Maintains accurate contract files.
• Assists in generating reports to document ASC’s response to natural disasters (e.g., problems, successes, procedural changes, etc.); assists in filing Insurance and/or FEMA claims and other governmental entities.
• Reviews Purchase Orders for discrepancies before submitting to the CEO for approval.
• Tracks expenditures in Excel; produces reports for the CEO and/or Accounting.
• Monitors the use of office supplies and equipment; ensures adequate inventory of office supplies at all times, including copier paper, ink/toner, postage, etc.; troubleshoots problems with office equipment; coordinates the repair and maintenance of equipment.
• Ensures follow-through with maintenance agreements and contracts for office equipment; provides copies of all contracts to the CEO & CFO.

• Assists the CEO in preparation for the monthly meetings of the Board of Directors and Executive Committee, including but not limited to:
• Preparing the agenda for meeting;
• Preparing Board packets including minutes and other pertinent information required for presentation (e.g., agenda, cash flow, financial statements, illustrations, etc.);
• Sending meeting notices to Board of Directors in a timely manner and confirming attendance;
• Reminding Board members of the upcoming meeting (via phone/email) on or before the Friday before each meeting.
• Assists with development and implementation of advisory and board committees.
• Manages the meeting logistics for each Board Meeting, including but not limited to:
• Securing the conference room and ensuring it is clean and ready before the meeting;
• Arranging for refreshments;
• Assisting with clean up after conclusion of meeting.
• Takes and maintains Board Meeting minutes; provides accurate draft minutes to CEO within two (2) days following Board Meeting.
• Assists/reminds the CEO of any follow-ups, commitments or assignments for respective meetings.
• Directs all inquiries and comments from the Board and Advisory Board members to the CEO.
• A…