Administrative Assistant
Code: 704869
Mancan Staffing is currently looking for Administrative Assistant for a local company.
Pay: $20.00 - $23.00 per hour
Full-time position,
Monday, Tuesday, Thursday, Friday 8am-5:00pm with rotations on some Saturday morning 8:30am-11:30am and with Wednesday 11:00am until 7:00pm
Job description:
Job Title: Administrative Assistant Organization:
Location: Naples, Florida
Position Overview: The Administrative Assistant is responsible for supporting the daily administrative and operational functions. This role ensures the office operates efficiently by coordinating schedules, managing communications, maintaining organized records, and assisting staff and leadership with administrative tasks. The ideal candidate is highly organized, detail-oriented, and capable of handling multiple responsibilities while maintaining professionalism and confidentiality. This position plays a critical role in supporting staff, coordinating office operations, and helping the organization effectively carry out its mission. We distribute nutritious meals to local communities through partnerships with volunteers, donors, and food distribution networks. With a mission-driven approach, We serve as a vital lifeline, providing essential support and nourishment to those in need.
Key Responsibilities:
1. Office Administration: Manage day-to-day office operations to ensure efficiency, organization, and productivity.
Maintain organized electronic and physical filing systems for accurate recordkeeping and easy document retrieval. Prepare and format internal documents, reports, and correspondence. Monitor shared calendars, meeting spaces, and office scheduling. Maintain office supplies inventory and coordinate ordering as needed. Coordinate maintenance or service requests for office equipment.
2. Scheduling & Calendar Management: Coordinate calendars, schedule meetings, and manage appointments for team members. Assist with meeting preparation including agendas, documents, and follow-up communication. Support internal staff scheduling and coordination of meeting spaces. Provide reminders and scheduling support to ensure smooth daily operations.
3. Front Desk & Communication: Answer and manage a multi-line phone system with professional phone etiquette. Greet visitors, volunteers, and partners and provide front desk support. Direct calls and inquiries to appropriate staff members. Assist with general email correspondence and internal communication.
4. Administrative Support: Provide administrative support to leadership and staff across departments. Perform general clerical duties including data entry, document preparation, scanning, and record management. Assist with creating presentations, reports, and internal communications. Help maintain office procedures, documentation, and standard operating processes.
5. Event & Meeting Support: Assist with planning and coordinating meetings, staff events, and organizational activities. Provide administrative assistance for organization-wide initiatives and programs as needed.
6. Vendor & Office Coordination: Serve as a point of contact for vendor inquiries and service providers. Coordinate deliveries, office service requests, and supply orders. Maintain organized vendor contact information and communication records.
7. HR Administrative Support: Assist with administrative HR tasks including preparing new hire paperwork and maintaining personnel files. Support onboarding logistics for new employees including office access, documentation, and supplies. Maintain confidentiality of sensitive employee and organizational information.
8. Program & Operational Support: Provide administrative assistance to program teams as needed. Assist with administrative tasks related to pantry operations, events, and outreach activities when required. Support staff with documentation and coordination related to organizational initiatives.
Qualifications: Associate’s or Bachelor’s degree i