Administrative Coordinator-Committee Support

FLORIDA ASSN CRT CLERKS•Tallahassee, FL

About The Position

The Administrative Coordinator provides administrative, communication, and project coordination support for committees, leadership, and staff. Under general supervision, the role supports effective meeting coordination, accurate reporting, organized documentation, and the execution of strategic and operational activities. It also serves as a liaison between internal teams, external partners, and stakeholders, delivering professional and efficient customer service. The position supports the Audit Committee, Budget & Finance Committee, and the Florida Trust; coordinates correspondence; schedules meetings; prepares agendas and minutes; facilitates Webex meetings; and maintains committee webpages and event calendars. It also creates help desk knowledge articles, supports annual estimated IT budget preparation, coordinates project updates and monthly reports, administers marketing project-tracking software, and helps coordinate special projects involving financial operations, reporting, and Clerk-related activities. The role reports to the Deputy Director of Administration and Member Services. It is based in Tallahassee, Florida, requires approximately 10% travel within Florida, and requires prompt attendance during business hours of 8:00 a.m. to 5:00 p.m. ET, Monday through Friday.

Requirements

High school diploma or equivalent.
Four years of administrative experience.
Strong communication and interpersonal skills, including effective verbal and written communication.
Exceptional customer service skills, organization, and attention to detail.
Strong teamwork skills when interacting with other team members.
Strong analytical, logic, and reasoning skills and attentiveness to detail.
Ability to manage time, prioritize assignments, work independently, and meet deadlines while maintaining accuracy.
Ability to create organized, easy-to-follow systems for others.
Strong work ethic and conscientious attention to work products and process details.
Ability to take on tasks and duties independently without immediate direction.
Ability to work in a fast-paced environment and collaborate across departments and with leadership.
Professionalism, discipline, teamwork, and collaboration.
Independent judgment, initiative, problem-solving skills, and ability to research and solve problems.
Understanding of general office procedures, practices, and policies.
Working knowledge of Microsoft Office, Word, PowerPoint, Excel, Teams, Outlook, and SharePoint.
Ability to travel approximately 10% within the state of Florida.
Prompt attendance during business hours of 8:00 a.m. to 5:00 p.m. ET, Monday through Friday.

Nice To Haves

Experience with meeting and event coordination.
Knowledge of Zoho and JIRA.

Responsibilities

Serve as liaison for the Audit Committee, Budget & Finance Committee, and the Florida Trust.
Coordinate formal correspondence to committees, boards, external workgroups, and internal staff.
Schedule meetings and prepare agendas and minutes for meetings and conferences as requested.
Facilitate Webex meetings and maintain committee webpages.
Maintain event calendars for committees, boards, and workgroups.
Create knowledge articles for customer advisories, alerts, and communications for help desk reference materials.
Assist the Chief Operating Officer, Director, and project managers in preparing Clerks’ individualized annual estimated IT budgets for Civitek services.
Coordinate project management updates and produce monthly reports.
Administer the marketing team’s software for tracking projects and customer interactions.
Support and coordinate special projects involving financial operations, reporting processes, and Clerk-related activities.
Prepare official correspondence, including communications with elected officials and regulatory agencies.
Provide support to staff, managers, directors, and senior-level leadership as needed.
Act as a liaison with internal and external customers and contacts.
Communicate courteously and professionally with coworkers, management, staff, Clerk’s offices, the general public, and others.
Provide high-quality customer service to internal and external customers.
Perform clerical duties such as filing, faxing, answering phone calls, and responding to emails.
Perform other related duties as assigned.