Office Administrator

ANN STORCK CENTER INC•Broadview Park, FL

35d•Onsite

About The Position

The Office Administrator is responsible for providing executive level administrative support to the organization’s officers, managing office operations, and providing administrative support for other departments. This role requires excellent organizational and communication skills, proficiency in Microsoft Office and accounting software, and the ability to interact professionally with staff, vendors, and external representatives. The position is full-time, requires a high school education (Associate's Degree or equivalent experience preferred, Bachelor's Degree preferred), and involves up to 25% travel. The primary work environment is an office with moderate noise levels, with potential for evening and weekend work for board meetings and special events.

Requirements

Associate’s Degree or equivalent combination of experience and education.
Three years’ experience in an executive level support role.
Effective problem-solving, reasoning, and critical thinking skills.
Excellent administrative and organizational skills.
Computer literate (Microsoft Office) and familiar with accounting software.
Ability to effectively communicate with team in a professional manner both written and verbally.
Highly organized and able to professionally interact with employees, supervisors, representatives of vendors and agents of companies.
Ability to lift 50 lbs. in a safe and appropriate manner.
Ability to hear, see, and communicate effectively in writing, using the English language, with or without reasonable accommodation.
Ability to work cooperatively with all levels of staff.

Nice To Haves

Bachelor’s Degree preferred.

Responsibilities

Provide executive-level administrative support to the CEO, including managing calendars, fielding calls, preparing correspondence, and coordinating travel arrangements.
Manage office operations, ensuring smooth front desk functioning and timely administrative support to all departments.
Oversee the front desk receptionist and provide coverage as needed.
Manage incoming mail, update and distribute phone lists, and establish/update office policies and procedures.
Ensure accuracy and timely submission of reports, maintain contract files, and assist with filing insurance and FEMA claims.
Review purchase orders, track expenditures, and monitor office supply inventory.
Coordinate repair and maintenance of office equipment and ensure follow-through with maintenance agreements.
Assist the CEO in preparing for monthly Board of Directors and Executive Committee meetings, including preparing agendas, board packets, and sending meeting notices.
Manage meeting logistics for Board Meetings, including securing rooms, arranging refreshments, and assisting with cleanup.
Take and maintain Board Meeting minutes and ensure follow-ups are completed.
Facilitate communication between disciplines and maintain positive working relationships with vendors.
Maintain strict confidentiality of health information in compliance with HIPAA.
Produce and distribute the agency newsletter and issue Safety Alerts.
Assist in office space reorganization and decoration.
Oversee the ASC Volunteer Program.
Assist COO with emergency management plans.
Maintain inventory of supplies for individuals and facility needs.
Provide transportation to executives and run errands as necessary.
Inventory all donations and coordinate the sale of donated items.
Conduct campus tours and assist in special events.
Support employee engagement programs and coordinate company recognition programs.
Assist with the organization and distribution of employee gifts.
Participate in the planning and organization of company functions.
Order flowers for appropriate occasions.