Executive Assistant/Office Manager

Job Summary: Work involves providing administrative and clerical support to the CEO, members of the Executive Leadership Team, and the HR Manager. Serve as Office Manager overseeing
inventory of office, programs, and cleaning supplies. Receive and process calls from the main telephone line of the organization.

Minimum Qualifications: Minimum Associate Degree in Business or related field is required; BA Degree is preferable. At least 1-year experience with office management. Any combination of
education, training, and experience which demonstrates the ability to perform the duties and responsibilities as described. Personal qualities require mainly Organization, integrity, credibility, and unwavering
commitment to HSF’s non-profit mission; a proactive, hands-on strategic thinker who will own, in partnership with the leadership.

Knowledge of:

  • Microsoft Office Suite Word/Excel/Outlook
  • Business English, spelling and arithmetic, bilingual a plus (Spanish/ Creole)

Skill and Ability to:

  • Adapt to a changing work environment and manage a variety of different tasks.
  • Highly proficient in the use of Microsoft Office (Word, Excel, PowerPoint) and Outlook.
  • Must exhibit a strong “out of the box”, results-driven and customer service orientation.
  • Plan and execute assigned tasks.
  • Communicate effectively, both orally and in writing.
  • Protect highly sensitive and confidential records.
  • Self-motivated and able to work with minimal supervision.
  • Highly organized and detailed oriented
  • Ability to prioritize and multitask
  • Phones, filing, scanning, copies, faxing and emailing
  • Maintain a professional appearance and great attitude
  • Self-motivated and self-starter

Tasks: Assists the CEO, Leadership Team and HR Manager with business operations functions for HSF; engaged in a wide variety of administrative, clerical, mild bookkeeping,
human resource and technical functions.

Tasks include, but not limited to, the following:

  • Filing, data entry, writing and mailing letters, bank deposits, daily mail pick up and maintaining confidential records.
  • Receptionist using an automated phone system – calls from the homeless community at large- must be able to communicate to clients, vendors, grantors, donors with professionalism and kindness.
  • Office management: track office, program and cleaning supplies. Communicate with A/P vendors when needed to resolve business issues. 
  • Retrieve mail and make daily bank deposits. Maintain HSF Executive Staff calendars and schedule meeting as requested.  
  • At the direction of the HR Manager, assist with filing confidential Personnel and vendor files.
  • Monitor supplies in the staff lounge (coffee, creamers, cups, napkins etc. 
  • Greet and escort CEO guests to his office (offer guests’ choice of coffee or water).
  • Perform any other related duties as assigned.

General Information:

  • Determined drug-free as proven by negative pre-employment drug screening.
  • Access to transportation on a regular basis to attend off-site meetings/run errands.
  • Physical capacity to perform the duties as described.
  • A clean driving record and a satisfactory Level 2 criminal background screening.
  • This is a highly professional position representing HOPE South Florida.

Compensation and Benefits:

  • Full-time: 40 hours per week. 
  • Salary negotiable and commensurate with experience
  • Health insurance
  • Dental insurance
  • Vision insurance
  • Life Insurance
  • Retirement plan 403b (with HSF providing a 2% match)
  • Paid time off (Vacation, holidays, personal/sick time)
  • Ability for single coverage of health and dental insurance.
  • Waiting period may apply

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