Administrative Assistant; Part-time

Part-Time Administrative Assistant

The Sarasota Bay Estuary Program (SBEP) is currently hiring a Part-Time Administrative Assistant to support the Executive Director, Operations Manager, and program staff with the day-to-day administration. This is a part-time, in-office role requiring a minimum of 20 hours per week, occasionally up to 30 hours per week based on workload, events, and projects. Candidates must have a high school diploma/GED with at least five (5) years of office administration experience.

A relevant post-secondary credential may substitute for up to two (2) years of that experience. The rate of pay for this position ranges from $23 to $28 per hour. The final compensation offer will be based on the candidate's education, experience, and qualifications.

SBEP is a National Estuary Program based in Sarasota, Florida, working to protect and restore the health of Sarasota Bay. The Administrative Assistant will play a key role in keeping a small, fast-moving team organized—providing high-level support to the Executive Director, helping the Operations Manager with human resources and financial processes, coordinating the program's Management and Policy Board meetings, and handling the daily office operations that keep SBEP running.

This is a hands-on, highly collaborative role that touches nearly every part of the organization. It is well suited to someone who is detail-oriented, comfortable juggling competing priorities, and motivated by supporting a dedicated team that works to protect and restore Sarasota Bay.

• Work independently and under supervision of ED; tasks assigned by the ED
• Coordinate and oversee staff calendars
• Plan, schedule, and prepare meetings for ED as requested
• Make travel arrangements for ED and prepare itinerary and related meeting documents
• Emergency signatory authority in ED's absence
• Work with ED in preparation of correspondence and special reports on administrative affairs
• Schedule weekly staff meetings, prepare agenda, provide feedback and timely recap to staff
• Support ED with email maintenance, filing, response, and/or follow-up
• Extensive contact with County, City, State, and/or Federal officials via telephone, email, and in correspondence
• Track City, County, Town, and State meeting agendas and provide ED with pertinent upcoming agenda items
• Maintain an SBEP Calendar to track report deadlines, expiration of contracts, and key program deliverable dates
• Alert ED and staff to upcoming programmatic deadlines and advanced notice for document preparation (reports, contract renewals, interlocal reviews, program reviews, etc.)
• Other duties as assigned

• Assist OM and ED in Human Resources matters, such as hiring and onboarding, personnel changes, and scheduling and assembling necessary documents for annual performance reviews.
• Provide back-up to OM on Financial Management System and payroll submission and implements in their absence
• Assist with processing of staff's compensatory time and leave request forms
• Review staff's travel preparation/reimbursements prior to approval and processing
• Assist with processing of invoices and payments
• Retrieve mail from box located in Sarasota City Hall
• Other duties as assigned

• Establish meeting dates for upcoming calendar year
• Assist ED with agenda development
• Secure locations for board meetings
• Coordinate schedule for pre-briefing meetings
• Assure sufficient attendance for quorum by board members or alternates
• Visit meeting site and arrange for equipment, set up and tear down
• Purchase and set up refreshments
• Assure necessary equipment and supplies are delivered to meeting
• Record meetings/take minutes and prepare for distribution and approval
• Research updated recording technology for implementation
• Track action items and follow-ups
• Establish working relationships with Management and Policy Board members and administrative support and establish briefs with the ED and Board members
• Create and submit public notice of meetings for newspaper publication
• Prepare Management Board and Policy Board packets and distribute to applicable recipients
• Other duties as assigned

• Review/proofread reports, correspondence, publications, and other documents as requested
• Assist staff with all Committee meeting scheduling, venue bookings, setup, and refreshments
• Assist staff with workshop and event planning and implementation
• Maintain files on office equipment and secure repair/maintenance services as needed
• Organize shared files and folders (SharePoint, Teams, Google Drive)
• Archive records and keep documentation up to date
• Manage subscriptions, small purchases, or vendor coordination
• Assist with small project coordination or status tracking
• Maintain contact lists and distribution lists
• Provide general "day-to-day" support to keep the team organized
• Maintain inventory of office supplies and equipment and replenish as needed
• Keep the office tidy and…