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Endeavors · 4 months ago

Administrative Assistant - Clearwater, FL

Clearwater, FL

Full-time

Onsite

Entry Level

3+ years exp

Endeavors is a dedicated organization focused on empowering individuals and families. They are seeking an Administrative Assistant to provide critical support to the Program Manager and Disaster Case Management staff through administrative excellence, ensuring accuracy, timeliness, and compliance in various operational tasks.

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Responsibilities

Track and manage overall payroll systems to ensure compliance and timeliness

Receive, enter, and manage time submissions; ensure staff timesheets are submitted for signature on schedule

Manage mileage submissions, ensuring all forms are accurate and routed for signature before submission

Complete and submit Concur expense reports in compliance with accounting deadlines and policies

Answer and route calls, emails, and correspondence promptly and professionally

Draft, proofread, and distribute documents, reports, and correspondence

Provide scheduling support for Program Manager and leadership staff, ensuring meetings are coordinated efficiently

Maintain legal, financial, and program records with accuracy and confidentiality

Ensure filing systems (digital and physical) are up-to-date, accessible, and compliant with organizational and contractual requirements

Support contract repository, policies, and procedure updates

Pickup and distribute mail and documents to/from corporate

Run general errands to support staff, vendors, and clients

Track and distribute office keys, maintain supply levels, and ensure office systems operate smoothly

Prepare agendas, materials, and minutes for monthly program and staff meetings

Coordinate, set up, and break down meeting spaces (furniture, technology, supplies, refreshments)

Manage logistics for trainings and events, including ordering food, beverages, and materials as needed

Anticipate the needs of Program Manager and staff, proactively identifying ways to increase efficiency

Support cross-department collaboration by ensuring communication flows smoothly across teams

Act as the administrative lead in ensuring professionalism and organizational consistency in all documents, interactions, and reports

Perform additional administrative responsibilities as assigned in support of program success

Demonstrate exceptional customer service and servant leadership in all actions by prioritizing the child, family, Veteran, or client first

Qualification

Payroll managementMS Office proficiencyCustomer service experienceRecords managementEvent coordinationMath skillsProofreadingCommunication skillsOrganizational skills