Administrative Assistant

SAFESPACE INC • Stuart, FL

38d • Hybrid

About The Position

The Administrative Assistant provides essential administrative and operational support to ensure the smooth daily functioning of the organization. This position reports directly to the Executive Assistant and works collaboratively to support executive leadership, development, program staff, and overall office operations. This role serves as a key point of contact for staff, partners, and visitors, and helps maintain a welcoming, organized, and confidential environment. The ideal candidate is detail-oriented, dependable, and committed to supporting survivors of domestic violence through strong administrative systems and compassionate professionalism.

Requirements

• Must have a high school diploma, G.E.D. or higher
• 2+ years of administrative or office experience
• Strong organizational and multitasking skills
• Proficient in Microsoft Office Suite
• Excellent written and verbal and interpersonal communication skills
• Ability to interact effectively with external contacts, volunteers, staff and participants
• Ability to maintain strict confidentiality
• Handle and prioritize workload, including multiple priorities
• Organized and detail-oriented to collect, enter and store accurate data and information
• Understand and be sensitive to the dynamics of domestic violence in our society
• Must be able to pass a level two background screen
• Must maintain a valid driver’s license with reliable transportation to work

Nice To Haves

• Experience in nonprofit, social services, healthcare, or advocacy settings
• Familiarity with trauma-informed practices
• Experience working with diverse and underserved populations
• Basic bookkeeping or database experience

Responsibilities

• Greet visitors and respond to phone and email inquiries in a professional and trauma-informed manner
• Open all incoming mail and packages and distribute to appropriate staff
• Provide administrative assistance to the Executive Assistant as requested, including help in preparing meeting materials and organizational documents
• Schedule maintenance for administration printer/copier machines
• Responsible for ordering administrative, program, and participant supplies
• Main contact for all administrative and program staff to schedule meetings for administrative office conference room
• Keep lobby, kitchen, and conference room presentable for visitors and staff
• Coordinate incoming donations and documentation
• Coordinate logistics for internal trainings, events and meetings
• Manage paper file storage - tracking documents and working with file storage company for pickups
• Maintain organized filing systems, improving administrative systems and workflows
• Coordinate New Hire Orientation including scheduling and preparing new hire packets
• Track office equipment assigned to staff including laptop, keys, and cellphones.
• Coordinate and assist with IT requests
• Maintain and update internal calendars and employee directory
• Handle all confidential and sensitive information with discretion
• Create and maintain standard operating procedures for all tasks regarding this position
• Adhere to SafeSpace ethics, policies, procedures, and contractual standards.
• Maintain and protect the confidentiality of the program participants and shelter locations within agency guidelines and state statutes.
• Support the emergency disaster team in the event of a national disaster or weather emergency.
• Perform other duties as assigned by the Executive Assistant

Benefits

• Onboarding training will be conducted at the Admin. office or designated location during the hours of 8:30 am – 5:00 pm Monday through Friday regardless of shift schedule.
• Must successfully complete CORE Competency training provided by the agency within 90 days of employment and participate in ongoing mandatory education and skills training on relevant topics as required by statutory funding, certification of the agency or personnel, or as identified to improve employee performance.
• Must maintain annual training requirements outlined in the employee manual.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED