Administrative Assistant in Stuart, Florida at SAFESPACE INC

Days / Shift Monday through Friday 8:30am - 5:00pm

Position Type/Classification Full-Time; Non-Exempt

Position Summary:

The Administrative Assistant provides essential administrative and operational support to ensure the smooth daily functioning of the organization. This position reports directly to the Executive Assistant and works collaboratively to support executive leadership, development, program staff, and overall office operations.

This role serves as a key point of contact for staff, partners, and visitors, and helps maintain a welcoming, organized, and confidential environment. The ideal candidate is detail-oriented, dependable, and committed to supporting survivors of domestic violence through strong administrative systems and compassionate professionalism.

Job Responsibilities:

Please note this job description is not designed to cover or contain an all-inclusive listing of activities, duties or responsibilities that are required of the employee for this job.

• Greet visitors and respond to phone and email inquiries in a professional and trauma-informed manner
• Open all incoming mail and packages and distribute to appropriate staff
• Provide administrative assistance to the Executive Assistant as requested, including help in preparing meeting materials and organizational documents
• Schedule maintenance for administration printer/copier machines
• Responsible for ordering administrative, program, and participant supplies
• Main contact for all administrative and program staff to schedule meetings for administrative office conference room
• Keep lobby, kitchen, and conference room presentable for visitors and staff
• Coordinate incoming donations and documentation
• Coordinate logistics for internal trainings, events and meetings
• Manage paper file storage - tracking documents and working with file storage company for pickups
• Maintain organized filing systems, improving administrative systems and workflows
• Coordinate New Hire Orientation including scheduling and preparing new hire packets
• Track office equipment assigned to staff including laptop, keys, and cellphones.
• Coordinate and assist with IT requests
• Maintain and update internal calendars and employee directory
• Handle all confidential and sensitive information with discretion
• Create and maintain standard operating procedures for all tasks regarding this position
• Adhere to SafeSpace ethics, policies, procedures, and contractual standards.
• Maintain and protect the confidentiality of the program participants and shelter locations within agency guidelines and state statutes.
• Support the emergency disaster team in the event of a national disaster or weather emergency.
• Perform other duties as assigned by the Executive Assistant

Qualifications and Skills:

Required

• Must have a high school diploma, G.E.D. or higher
• 2+ years of administrative or office experience
• Strong organizational and multitasking skills
• Proficient in Microsoft Office Suite
• Excellent written and verbal and interpersonal communication skills
• Ability to interact effectively with external contacts, volunteers, staff and participants
• Ability to maintain strict confidentiality
• Handle and prioritize workload, including multiple priorities
• Organized and detail-oriented to collect, enter and store accurate data and information
• Understand and be sensitive to the dynamics of domestic violence in our society
• Must be able to pass a level two background screen
• Must maintain a valid driver’s license with reliable transportation to work

Preferred

• Experience in nonprofit, social services, healthcare, or advocacy settings
• Familiarity with trauma-informed practices
• Experience working with diverse and underserved populations
• Basic bookkeeping or database experience

Core Competencies

• Professionalism and compassion
• Attention to detail
• Reliability and accountability
• Cultural humility and inclusivity
• Problem-solving and initiative
• Team collaboration

Training Requirements:

Required onboarding training will be conducted at the Admin. office or designated location during the hours of 8:30 am – 5:00 pm Monday through Friday regardless of shift schedule. Must successfully complete CORE Competency training provided by the agency within 90 days of employment and participate in ongoing mandatory education and skills training on relevant topics as required by statutory funding, certification of the agency or personnel, or as identified to improve employee performance. Must maintain annual training requirements outlined in the employee manual.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This job is typically operated in an administrative location but will sometimes be working out of the office, in the emergency shelters and/or in the community. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Will be a fast-paced environment.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. This position may require sitting, standing, walking, bending, kneeling, stooping, crouching. The employee must be able to lift and/or move items up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception and ability to adjust focus.

Notice to Applicants: All finalists for employment with SafeSpace, Inc. are required to undergo screening through the Florida Care Provider Background Screening Clearinghouse. For more information, please visit https://info.flclearinghouse.com/

SafeSpace is an Equal Opportunity Employer.