Employment Opportunities

Administrative Assistant
Applications must be sent through Indeed

Full-time; Non-Exempt | Stuart, FL

Compensation & Benefits

Hourly Pay: $23–25, commensurate with experience.

Benefits Include: Health, Dental, and Vision plans; and 401k.

Paid Time Off: 20 days PTO annually, plus 13 paid holidays and an additional paid week off for the July 4th holiday.

Position Summary

The Administrative Assistant provides high-quality administrative, scheduling, and organizational support to the Executive Director and overall team. This role ensures smooth day-to-day office operations, supports leadership workflow, assists with logistics for meetings and events, and helps maintain accurate organizational systems.

This position provides primary administrative support to the Executive Director and will provide additional assistance as needed to the Operations Director for day-to-day workflow, priorities, and administrative processes. The ideal candidate is organized, detail-oriented, proactive, and comfortable managing multiple tasks in a mission-driven nonprofit environment. This role is in-office.

Key ResponsibilitiesExecutive & Administrative Support

• Manage the Executive Director’s calendar, schedule meetings, coordinate travel, and organize related logistics.
• Prepare meeting materials, agendas, packets, and follow-up notes.
• Track deadlines, reminders, and action items to support leadership workflow.
• Draft, edit, and format correspondence and documents.
• Assist with inbox and voicemail management, including routing inquiries and preparing simple replies.

Office Management & Operations Support

• Serve as the first point of contact for visitors, calls, mail, and general inquiries.
• Maintain organized digital and physical filing systems.
• Manage office supplies, office vendor relationships, equipment needs, and general office upkeep.
• Coordinate with IT support vendors to submit tickets, track basic access needs, and facilitate staff support.
• Support copying, scanning, printing, mailing, shipping, and general administrative tasks.

Board & Committee Support

• Schedule board and committee meetings and manage logistics (Zoom links, room setup, AV needs).
• Prepare board materials, packets, and presentation files as directed.
• Assist with drafting, formatting, and distributing meeting minutes.
• Track RSVPs, attendance, and meeting follow-up tasks.

Communications, Database & Event Support

• Prepare and mail acknowledgment letters, organizational mailings, and event materials as directed.
• Maintain basic CRM hygiene to support accurate organizational records, such as updating contact details, merging duplicates, and generating simple contact lists, in coordination with development and administrative staff.
• Assist with organization-wide events by supporting logistics such as RSVPs, nametags, materials preparation, guest list organization, and on-site setup.
• Provide administrative assistance for cross-departmental projects (mailings, basic data entry, formatting documents) as directed by the ED.

Program & Team Administrative Support

• Provide general administrative support to organizational staff as directed by the Executive Director or Operations Director, including scheduling assistance, document formatting, mailing coordination, and data organization.
• Assist with materials and logistics for educational programs, advocacy events, meetings, and outreach activities when requested.
• Support simple research, data entry, or administrative tasks related to special projects.
• Perform other administrative duties as assigned by the Executive Director or Operations Director to support the smooth functioning of the organization.

Qualifications

• Minimum of 1–3 years of administrative, office, or executive assistant experience; nonprofit experience preferred.
• Strong organizational, writing, and communication skills.
• Proficiency with Google Workspace, Microsoft Office, Zoom, and digital filing systems.
• Experience with CRM platforms is helpful; training can be provided.
• Ability to manage multiple priorities efficiently while maintaining accuracy and professionalism.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

This job description provides a general summary. It does not contain a comprehensive inventory of responsibilities, duties and skills or qualifications required to do this job. This job description does not establish an agreement or contract for employment and position functions are subject to change at the discretion of the employer. Friends of the Everglades is an Equal Employment Opportunity Employer.

Physical & Environmental Requirement

This role is office-based and requires the ability to sit for extended periods, use a computer, communicate verbally and in writing, lift up to approximately 25 pounds (event materials, boxes), and occasionally stand or move about during events or meetings.

Dual Employment Notice

This position serves both Friends of the Everglades – 501(c)(3) and VoteWater – 501(c)(4). The employee’s work may include responsibilities for both entities, and all time must be tracked and allocated accurately between them in accordance with organizational policy and IRS requirements. The employee is expected to follow all applicable guidelines to ensure proper cost allocation, compliance with lobbying limitations, and the distinct mission and activities of each organization.

About Friends of the Everglades

Friends of the Everglades is a 501(c)(3) nonprofit organization. Our mission is to preserve, protect and restore the only Everglades in the world. We were founded in 1969 by Marjory Stoneman Douglas, a journalist, equal-rights activist and author who wrote the seminal book The Everglades: River of Grass. Our growing team is passionate about protecting what remains of the Greater Everglades ecosystem.

Pay: $23.00 – $25.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• This role requires managing multiple priorities accurately in a fast-moving environment. Walk us through how you stay organized and ensure tasks and deadlines don’t fall through the cracks.

Work Location: In person