Administrative Assistant - Broward Children's Center : Job Details

The Administrative Assistant works collaboratively with all staff to support the mission of Broward Children's Center/Children's Comprehensive Care Center and represent its values when interacting with internal/external stakeholders. This position is a key link in supporting the efficient and smooth day-to-day operations of the organization.

To perform this role successfully, an individual must be able to meet the following requirements. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience:

• Bachelor's degree preferred (Business Administration, Communications, or related field)
• 2 years work experience with preference given to those with healthcare, nonprofit experience.
• Proven experience in high-level administrative work, board meeting support, and calendar management

Skills & Competencies:

• Exceptional organizational skills must be highly structured and detail-oriented, capable of managing multiple priorities with precision
• Excellent note-taking and transcription abilities must be able to capture and summarize discussions accurately
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite, Google Workspace, and project management tools
• Ability to work independently with minimal supervision while exercising sound judgment
• Strong confidentiality and discretion in handling sensitive information
• Problem-solving and critical-thinking skills ability to anticipate issues and find solutions proactively

Certificates, Licenses & Registrations:

• Valid Florida Driver's License

Essential Duties & Responsibilities:

• Manage and maintain the schedules, including coordinating appointments, meetings, and travel arrangements
• Ensure seamless communication between the and all internal/external stakeholders
• Prepare and distribute meeting agendas, reports, and briefing materials
• Record and transcribe detailed and accurate meeting notes for all board meetings
• Distribute meeting minutes in a timely manner and track follow-up actions
• Maintain electronic and physical records of all board documents, reports, and key organizational policies
• Assist with special projects as assigned, ensuring timely completion
• Conduct research and compile data to support decision-making
• Coordinate logistics for company-wide events and retreats
• Handle confidential correspondence, emails, and phone calls
• Monitor incoming mail, faxes, and other communications, ensuring prompt response
• Facilitate IT and operational support needs in coordination with the IT department
• Provide facility tours for visitors and key stakeholders as needed
• Serve as a resource and provide administrative support as needed
• Ensure smooth day-to-day operations within the executive office by proactively addressing potential issues

Physical Demands & Work Environment:

• Ability to sit for extended periods while using a computer and telephone
• Occasionally required to stand, walk, stoop, kneel, or lift up to 25 pounds
• The work environment is typically moderate in noise level and primarily office-based