Administrative Assistant - Port st Lucie/Okeechobee, FL

ENDEAVORS

About The Position

The Administrative Assistant provides critical leadership support to the Program Manager and Disaster Case Management staff through administrative excellence, ensuring accuracy, timeliness, and compliance. This role is responsible for maintaining organizational efficiency by managing payroll, reporting, records, communications, and logistics while modeling professionalism, accountability, and client-centered service.

Requirements

High School Diploma/GED or comparable skill set obtained through experience.
3-5 years administration experience, non-profit experience preferred; 2-3 years' experience in a customer service focused environment.
Proficient knowledge of MS Office, Word, Excel etc.; Strong math skills, 10 key-by-touch and proof reading.
Must maintain regular and acceptable attendance at such level as is determined in the employer’s sole discretion.
Driver’s License with clear record.
Must have daily use of a vehicle without prior notice.
Must be available and willing to travel to various locations and with such frequency as the business need dictates.
Must pass criminal background checks.
Must be available and willing to work nights, weekends, and holidays as required to meet business needs.
Must not pose a threat or significant risk of substantial harm to the safety or health of himself/herself or others.

Responsibilities

Track and manage overall payroll systems to ensure compliance and timeliness.
Receive, enter, and manage time submissions; ensure staff timesheets are submitted for signature on schedule.
Manage mileage submissions, ensuring all forms are accurate and routed for signature before submission.
Complete and submit Concur expense reports in compliance with accounting deadlines and policies.
Answer and route calls, emails, and correspondence promptly and professionally.
Draft, proofread, and distribute documents, reports, and correspondence.
Provide scheduling support for Program Manager and leadership staff, ensuring meetings are coordinated efficiently.
Maintain legal, financial, and program records with accuracy and confidentiality.
Ensure filing systems (digital and physical) are up-to-date, accessible, and compliant with organizational and contractual requirements.
Support contract repository, policies, and procedure updates.
Pickup and distribute mail and documents to/from corporate.
Run general errands to support staff, vendors, and clients.
Track and distribute office keys, maintain supply levels, and ensure office systems operate smoothly.
Prepare agendas, materials, and minutes for monthly program and staff meetings.
Coordinate, set up, and break down meeting spaces (furniture, technology, supplies, refreshments).
Manage logistics for trainings and events, including ordering food, beverages, and materials as needed.
Anticipate the needs of Program Manager and staff, proactively identifying ways to increase efficiency.
Support cross-department collaboration by ensuring communication flows smoothly across teams.
Act as the administrative lead in ensuring professionalism and organizational consistency in all documents, interactions, and reports.
Perform additional administrative responsibilities as assigned in support of program success.
Demonstrate exceptional customer service and servant leadership in all actions by prioritizing the child, family, Veteran, or client first, in support of the mission to “Empower people to build better lives for themselves, their families, and their communities.”