Office Manager/Administrative Assistant

Description

The Naples Office Manager/Administrative assistant, reporting to the Chief Financial Officer, is responsible for optimizing office operations and providing administrative support for the Foundation's President & CEO. The ideal employee is highly proactive, takes initiative, and highly intuitive. To be successful in this role, the employee must take personal ownership, possess a high level of accountability, communicate exceptionally well, and create efficiency for the office and ease of doing business for the President & CEO.   

Essential Functions:

Daily attendance and punctuality are an important responsibility of all Immokalee Foundation employees and therefore considered an essential function for all positions. In addition:

CEO Administrative Support (35%)

•  Manage CEO's calendar, schedule meetings, coordinate travel, and support preparation for internal and external engagements
•  Draft, edit, and prepare professional-level correspondence, presentations, and reports on behalf of the CEO
•  Coordinate logistics for board meetings, leadership team events, and high-profile stakeholder visits
•  Act as liaison between the CEO and internal departments, board members, donors, and community partners
•  Maintain secure digital and physical filing systems for executive records, correspondence, and institutional documents

Office Management & Facility Maintenance Support (20%)

•  Monitor general office cleanliness and coordinate with cleaning services as needed.
•  Manage supply inventory and restock office materials (e.g., paper, snacks, printer ink).
•  Submit and follow up on building maintenance requests.
•  Assist with workspace setup for new employees or office rearrangements. 

Finance and Accounting Administrative Support (15%)

•  Input data into accounting systems as directed by the CFO.
•  Daily banking activities, deposits.
•  Prepare checks if needed.

Philanthropy & Grant Administrative Support (15%)

• Generate and mail donor acknowledgment letters.
•  Update donor database (Raiser’s Edge) with contact, gift, and event data.
•  Assist with planning and execution of donor events and board meetings.
•  Support the grant process by maintaining and updating the grants calendar in Google Docs and add due dates/deadlines to the Director of Grant's calendar and other required staff members, especially Marketing and Finance calendars.
•  Track submitted grant information for future reporting and renewals.

IT and Technology Coordination (15%)

•  Serve as primary contact with external IT providers for troubleshooting and maintenance.
•  Track tech inventory and coordinate the distribution of devices.
•  Support staff with conference room AV, Zoom/Teams setup, and tech use.
•  Coordinate renewals for software licenses and user access needs.

Requirements

Education:

High School Diploma/GED Required. Associate's Degree Preferred

Experience:

Three to seven years of office management and administrative experience. 

Essential Skills:

• Software proficiency: Using programs like Microsoft Office (Word, Excel, PowerPoint), Microsoft 365, and Google Workspace to create documents and spreadsheets.
• Calendar and schedule management: 
• Planning appointments, booking travel, and organizing meetings without conflicts.
• Communication: Writing clear emails, speaking politely on the phone, and listening well to persons at multiple levels and differing environments.
• Record keeping: Filing digital and physical documents so information is easy to find.
• Time management: Juggling multiple duties and finishing tasks before deadlines arrive. Ability to prioritize and reprioritize with minimal to no direction. 

Personal Qualities:

• Attention to detail: Catching small mistakes in reports or messages before they cause bigger issues.
• Organized: Having a clear system to manage your time, space, and tasks so work can be done efficiently and with less stress. 
• Discretion and confidentiality: Keeping sensitive company and personal information safe and private.
• Problem-solving: Resourceful. Thinking fast to fix unexpected challenges, like tech glitches or scheduling mix-ups.
• Adaptability: Staying calm and changing plans quickly when office priorities shift.
• Professionalism: Acting as a warm, welcoming face and voice for the business during every interaction.
• Intuitive: Ability to look beyond what's directly in front of you and anticipating the needs of the office and the President & CEO. 
• Courage: Having the ability to ask questions, make recommendations and bringing issues to management's attention.

Preference to Collier County/Naples residents due to facilities responsibilities.