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Manager/Administrative Assistant
Job in
Naples, Collier County, Florida, 33939, USA
Listed on 2026-10-18
Listing for:
The Immokalee Foundation (TIF)
Full Time
position Listed on 2026-10-18
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator
Job Description & How to Apply Below
Essential Functions
- CEO Administrative Support (35%)
- Manage CEO's calendar, schedule meetings, coordinate travel, and support preparation for internal and external engagements.
- Draft, edit, and prepare professional-level correspondence, presentations, and reports on behalf of the CEO.
- Coordinate logistics for board meetings, leadership team events, and high-profile stakeholder visits.
- Act as liaison between the CEO and internal departments, board members, donors, and community partners.
- Maintain secure digital and physical filing systems for executive records, correspondence, and institutional documents.
- Monitor general office cleanliness and coordinate with cleaning services as needed.
- Manage supply inventory and restock office materials (e.g., paper, snacks, printer ink).
- Submit and follow up on building maintenance requests.
- Assist with workspace setup for new employees or office rearrangements.
- Input data into accounting systems as directed by the CFO.
- Daily banking activities and deposits.
- Prepare checks if needed.
- Generate and mail donor acknowledgment letters.
- Update donor database (Raiser’s Edge) with contact, gift, and event data.
- Assist with planning and execution of donor events and board meetings.
- Support the grant process by maintaining and updating the grants calendar in Google Docs and adding due dates/deadlines to the Director of Grants' calendar and other required staff members' calendars, especially Marketing and Finance.
- Track submitted grant information for future reporting and renewals.
- Serve as primary contact with external IT providers for troubleshooting and maintenance.
- Track tech inventory and coordinate the distribution of devices.
- Support staff with conference room AV, Zoom/Teams setup, and technology use.
- Coordinate renewals for software licenses and user access needs.
- High School Diploma/GED required
- Associate's Degree preferred
- Three to seven years of office management and administrative experience.
- Proficiency with Microsoft Office (Word, Excel, PowerPoint), Microsoft 365, and Google Workspace.
- Calendar and schedule management.
- Strong written and verbal communication skills.
- Record keeping and document management.
- Time management and the ability to prioritize and reprioritize with minimal direction.
- Attention to detail
- Organized and efficient
- Discretion and confidentiality
- Problem-solving and resourcefulness
- Adaptability
- Professionalism
- Intuition and anticipation of needs
- Courage to ask questions, make recommendations, and raise issues to management
- $62,000-$67,000 per year
- Generous paid time off, including winter break
- Medical, Dental, Vision, Life, STD & LTD benefits
- 401(k) match up to 4%
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