ADMINISTRATIVE ASSISTANT
Full Time
Support Office, Bonita Springs, FL

Our family-owned business has been providing career opportunities and adding economic value to our local economy since 1958. Our customers have come to depend on the helpful advice our friendly associates provide. We offer competitive pay, great benefits, and a flexible, family-oriented environment.

The Administrative Assistant is responsible for providing confidential, executive level support to the Chief Operating Officer (COO), managing his related administrative functions and performing such administrative duties as may be assigned by him. This position is also responsible for overseeing all front office administrative duties, at times, supporting other members of the Support Office team as directed by the COO, and is required to regularly resolve complex administrative problems independently and perform diversified tasks. The duties of the Administrative Assistant position are to be performed while demonstrating and encouraging Sunshine Ace Hardware’s Core Values.

Essential Duties and Responsibilities

• Handle confidential information which could have an immediate negative impact on the company operations, performance, or value if shared beyond its intended audience.
• Demonstrate a high degree of professionalism, good judgment and independence in supporting the COO in a wide variety of complex issues.
• Fielding Support Office telephone calls, receiving and directing visitors, creating documents or spreadsheets and presentations, confidential and general filing.
• Establish and maintain effective working relationships with the executive team members, support staff, store managers and associates, clients and the general public.
• Assist the COO in the timely management of all communications, written, telephone, e-mail and voicemail.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
• Prepare and/or proof-read presentations and other related corporate responsibility communications prior to sending out whether internal or external
• Use exceptionally sound judgment in handling support duties for the COO to include managing complex calendars and arranging meetings and scheduling appointments as requested.
• Arrange and book company related travel needs (air, ground, hotel and dining) for COO or other members of the Support Office team as requested.
• Help plan and coordinate and schedule meetings, assisting with logistics as needed including conference room set up, meal order and clean up. Ensure that the appropriate internal staff is alerted and invited to participate as requested or are notified about scheduled visits.
• Prepare and submit COO’s monthly expenses to the accounting department in a timely manner.
• Assist in maintaining the overall cleanliness of the Support Office including general cleaning, supply ordering, etc.
• Obtain Support Office post mail on a daily basis. Date stamp and distribute to appropriate departments or Support office members.
• Prepare store transfers and courier bag for next day delivery by inserting material in appropriate store’s bag, completing courier sheet, and locking the bags.
• Maintain inventory of office supplies, products and materials, and order as needed.
• Assist members of the Executive Committee or Support Office Staff as needed.
• Maintain liaison with all levels of the Support Office and stores to coordinate and resolve problems and issues related to administrative matters of internal and external nature.
• Other reasonably related or requested duties as assigned by the COO or his designee.

Education and Experience

• High school diploma or equivalent required. Associate degree in related field with a minimum of 2 years of directly related experience preferred.
• Experienced and advanced administrative duties with extensive experience in working with senior level management in a similar company setting.
• Experience working in an office environment.
• Working with and being exposed to confidential material, and the ability to maintain strict confidentiality

Knowledge Skills and Abilities

• Advanced computer skills and knowledge of software such as Google (Email, drive and docs), Microsoft Office Suite products (Word, Excel, PowerPoint), internet research, and social media web platforms
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong written and verbal/non-verbal communication skills
• Outstanding interpersonal skills
• Strong proofreading skills
• Excellent telephone skills
• Ability to take direction, report, and work independently in fast-paced environment
• Highly motivated with positive attitude
• Professional demeanor and appearance
• Exceptional customer service skills
• Ability to handle confidential material and assure discreet handling of all business and personal matters
• Forward looking and proactive thinker who actively seeks opportunities and proposes solutions
• Develops and maintains client relationships and strategic partnerships throughout the organization, including employees, management staff, other organizations, external professionals and the general public
• Reasonably flexible schedule including evening and weekend work as needed

Physical Demands

• Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight up to 30 pounds; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and effectively verbally communicate to exchange information.

Other Qualifications

• Possession of a valid State of Florida Driver License with a clean driving record in accordance with the company’s insurance carrier’s standards

Sunshine Ace Hardware is an alcohol and drug free workplace.

Sunshine Ace Hardware provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics