Administrative Assistant

Independence Landing (IL) is an affordable residential community for adults with intellectual and/or developmental disabilities located in Tallahassee, FL. The Administrative Assistant is responsible for office administration while working within the mission, vision, and core values of the organization. This position is required to provide high-level operational support to the Independence Landing team to ensure they can efficiently accomplish key tasks and organizational initiatives. The Administrative Assistant will have close interaction with residents, volunteers, donors, and other professional staff, and excellent customer service is essential.

PRIMARY RESPONSIBILITIES

• Provides administrative support for IL Executive Director and other IL team members.
• Manages the front desk, assists with the phones, and is the first point of contact for residents and visitors.
• Maintains and updates electronic and paper records pertaining to IL programs, grants, contracts, payables, and receivables.
• Assists with database management: Bloomerang, QGiv, OneDrive and LifeLoop.
• Assists with fund development, donor cultivation, and engagement.
• Assists with the coordination of tours, meetings, materials, and logistics.
• Coordinates necessary administrative tasks for programs/events including event registration, name badge creation, day of event needs, food orders, scheduling, etc.

BREAKDOWN OF DUTIES & EXPECTATIONS

Administrative Support:

• Answering phone calls and emails.
• Preparing deposits, maintaining files, records, and sorting mail.
• Data entry and data management, preparing reports and presentations.
• Organizing and preparing for meetings, including gathering documents and attending to logistics of meetings.
• Preparing, reconciling, and submitting expense reports.
• Submitting all documentation to the organization’s accounting firm weekly.
• Being knowledgeable about residential resources and Independence Landing processes, policies, and guidelines.
• Maintaining confidential and sensitive information.

Program Coordination:

• Communicating with program participants, stakeholders, and team members.
• Monitoring program progress, tracking key metrics, and creating reports.
• Preparing program materials and handouts.

Research and Analysis:

• Conducting research to support program development.
• Analyzing program data and generating reports.
• Assisting with grant searches and funding opportunities.
• Completing a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

Donor & Community Relations:

• Assisting with marketing and community outreach efforts.
• Providing logistical support for events, meetings, and resident activities.
• Drafting, reviewing, and sending communications, on behalf of the company.
• Taking quality pictures of residents and staff engaging in activities.
• Assisting with grant searches, proposals, reports, and donor communications.
• Assisting with periodic fundraising mailings and tracking/evaluating results.
• Managing the development databases (Bloomerang / QGiv) and running reports.
• Sending gift acknowledgements and donor communications in a timely manner.
• Maintaining all development records and data and ensuring their accuracy and usefulness, for both developing and analyzing strategy.
• Working closely with the Executive Director to increase corporate support from businesses and promoting sponsorship opportunities for IL events and programs.

QUALIFICATIONS & FACTORS FOR SUCCESS

• An appreciation for working with people with disabilities and being a part of an organization grounded in empowering others to live their best lives.
• Excellent organizational skills with high attention to detail and ability to multi-task, prioritize and manage multiple projects. Dependability and accuracy are essential.
• Ability to work in a fast-paced environment, meet deadlines, prioritize tasks, multi-task, respond to urgent matters, and pay attention to detail.
• High School diploma required. Preference for associate degree or greater in one of the following areas: Fundraising, Nonprofit Management, Business Administration, Public Administration, or similar.
• Three or more years administrative experience with executive support or fundraising events or equivalent combination of education, development experience, and skills required.
• Positive demeanor with excellent customer service skills and professionalism required.
• Excellent verbal and written communication skills.
• Strong knowledge of basic office computing, including MS Office (Outlook, Word, Excel, PowerPoint, Teams), Zoom and basic database skills required. Knowledgeable in using social media platforms.
• Ability to follow complicated instructions and work well under pressure. Skilled in exercising sound judgment and possesses good analytical skills.
• Capable of working with a variety of diverse and multicultural personalities and leadership styles.
• Strong interpersonal skills and ability to work independently and cooperatively within a team.
• Strong work ethic and a purpose-driven commitment to the mission of Independence Landing.
• Ability to take and adapt to constructive feedback.
• Must be able to handle confidential data with sensitivity and discretion.
• Must be able to pass a Level 2 background check and maintain a valid Florida driver’s license.
• Must be able to work off-shift hours including nights and weekends, as needed.
• Have a sense of adventure and can appreciate that no two days are alike at IL.

Independence Landing, Inc. is an Equal Opportunity Employer.

Next Steps:

• Please visit independencelanding.org and our Facebook/Instagram pages to get a feel for our organization and mission prior to applying. Being open to supporting and celebrating our residents is critical to the success of this position.

• Please send a cover letter, your resume, 3 professional references, and a writing sample to .

• In your email, please indicate your preferred schedule (PT or FT) and availability. Our busiest times are between 10AM to 6PM, Monday - Friday.

• The deadline for submission is February 11th at 5PM.

Thank you for your consideration in joining our team and life-changing mission!

Job Types: Full-time, Part-time

Pay: $22.00 - $25.00 per hour

Expected hours: 25 – 40 per week

Schedule:

• 4 hour shift
• 8 hour shift
• Monday to Friday

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Tallahassee, FL 32311 (Required)

Ability to Relocate:

• Tallahassee, FL 32311: Relocate before starting work (Required)

Work Location: In person

Salary : $22 - $25