Office Secretary

Position Overview:

The Association Office Secretary is a key administrative role within the association, responsible for ensuring the efficient operation of the office. This position involves a wide range of administrative and clerical tasks, including managing communication systems, scheduling, document preparation, and supporting board members and committees. The ideal candidate will have excellent organizational skills, be a proficient communicator, and have a keen attention to detail.

Key Responsibilities:

• Administrative Support: Provide comprehensive support to the association's management team, including scheduling meetings, preparing agendas, and managing correspondence.
• Member Communication: Serve as a primary point of contact for association members, handling inquiries, distributing information, and maintaining an up-to-date membership database.
• Document Management: Prepare, organize, and maintain association documents and records, ensuring accuracy and confidentiality. This includes minutes of meetings, reports, and policy documents.
• Meeting Coordination: Organize and coordinate association meetings, including logistics, attendee communication, and material preparation. Take minutes during meetings and distribute summaries to relevant parties.
• Office Management: Manage office supplies, equipment, and facilities to ensure a well-functioning work environment. Coordinate with vendors and service providers as needed.
• Financial Support: Assist with basic financial management tasks, such as processing invoices, tracking payments, and preparing financial documents under the guidance of the association's treasurer or accountant.
• Event Planning: Support the planning and execution of association events, including coordination with vendors, managing registrations, and on-site logistics.

Qualifications:

• High school diploma or equivalent; associate’s or bachelor’s degree in business, administration, or related field preferred.
• Proven experience as an office secretary, administrative assistant, or in a similar role within a professional setting.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with association management software.
• Excellent organizational and time management skills, with the ability to prioritize tasks efficiently.
• Outstanding communication skills, both written and verbal, with the ability to interact professionally with members, staff, and external contacts.
• Attention to detail and problem-solving skills.
• Discretion and confidentiality in handling sensitive information.

Work Environment:

This position is primarily office-based, with standard office hours. Some flexibility in hours may be required for association events or meetings.

Physical Requirements:

The role may require occasional lifting of office supplies and equipment. Mostly involves sitting and working at a computer for extended periods.

Job Type: Full-time

Pay: $18.55 - $22.34 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Fort Lauderdale, FL 33306 (Required)

Ability to Relocate:

• Fort Lauderdale, FL 33306: Relocate before starting work (Required)

Work Location: In person