Administrative Assistant

Clearwater Marine Aquarium•Clearwater, FL

34d•Hybrid

About The Position

This is a part-time position with the option to grow into a full-time role as the organization expands. The Administrative Assistant will provide administrative support and assistance to the CEO, executive officers, and board of directors to ensure efficient operations of the organization.

Requirements

At least 3 years’ experience providing support at the executive level.
Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
Familiarity with standard office administrative practices and procedures.
Capable of working extra hours and/or weekends whenever necessary.

Responsibilities

Coordinate calendars of executive level staff specifically the CEO
Prepare and edit correspondence, communications, presentations, and other documents.
Take, transcribe, and retain board, committee, leadership and staff meeting minutes.
Provide administrative board support as assigned and approved by CEO.
Manage and maintain executives’ schedules, appointments and travel arrangements.
Arrange and coordinate executive meetings and events.
Liaise with internal staff at all levels. Answer questions and requests, and properly direct communications.
File and retrieve documents and reference materials.
Conduct research, assemble and analyze data to prepare reports and documents.
Manage processes and drive discreet projects to completion with limited oversight and management.
Coordinate project-based work.
Create and process thank you letters for donations as directed.
Utilize donation tracking systems to track and manage donations for government required reporting.
Other duties as assigned by the CEO.
Computer skills including Microsoft Office suite, social media and internet.
Familiar with accounting software programs.
Verbal and written communication skills: should have a solid command of the English language and editorial skills.
Software and Application usage experience, such as board spot, sharepoint, etc.
Multitasking and decision-making skills: must be adept at handling several tasks almost simultaneously. Should be able to plan, prioritize, and make time-effective decisions.
Interpersonal skills: the incumbent will be working with others, including visitors, donors and other office personnel. The ability to be courteous and possessing a calm demeanor are very important.
Organizational skills: must be detail-oriented and organized, able to locate a document or recall protocol at a moment’s notice.
Information gathering and information monitoring skills. Demonstrates a high degree of discretion and respect for confidentiality at all times.
Problem analysis and problem-solving skills.
Displays tact, equanimity, and professionalism when faces with difficult or stressful situations.