Administrative Assistant / Office Coordinator

Join Our Team as an Administrative Assistant / Office Coordinator

🕘 Full-time, 40 hours/week | Monday - Friday 9am - 5pm | 💼 Reports to: COO

We’re a women-owned consulting firm dedicated to helping nonprofit organizations succeed by securing grants, building sustainable funding strategies, and strengthening their operations. We believe that behind every thriving nonprofit is a strong, well-supported team—and that starts with our own.

Are you the kind of person who thrives on keeping things running smoothly—often before anyone else even realizes what’s needed? Do you take pride in being two steps ahead, organizing the details, and creating a seamless work environment for others to do their best work? If so, we’d love to meet you.

We’re seeking a proactive, highly organized Administrative Assistant / Office Coordinator to anchor our Gainesville office. You’ll be the go-to person for balancing calendars, supporting staff and executives, coordinating events, and keeping the office welcoming and efficient every day. This role comes with significant autonomy, the chance to anticipate the needs of staff and leadership, and the satisfaction of knowing your work directly contributes to a professional, well-functioning, and positive office culture.

What You’ll Do

• Coordinate schedules, meetings, and travel with precision.
• Maintain organized digital and physical systems to keep everything on track.
• Serve as the main point of contact for vendors, IT, and building management.
• Support office logistics, from supplies to equipment to onboarding new staff.
• Assist with projects, organize trainings, retreats, and special events.
• Provide reliable, thoughtful support to C-suite and staff across 3 US time zones.
  
  

What You’ll Bring

• Exceptional organizational skills and attention to detail. Able to thrive in a deadline-driven environment.
• Autonomy and initiative—you don’t just follow a checklist, you anticipate what’s needed and take action..
• Clear, professional communication with colleagues, vendors, and guests.
• Reliability—you’re someone people can count on.
• Tech savvy—comfortable with Google Workspace, Microsoft Office, Zoom, and quick to learn new tools. An obsession with AI and LLM tools is a plus!
  
  

Compensation & Benefits

• Hourly Rate: $24.71/hour (non-negotiable, in keeping with our Pay Equity Policy)
• Medical insurance contributions to support your health and well-being
• Dependent Care FSA
• 401(k) retirement plan with organizational contributions
• Unlimited vacation time and a generous sick pay policy
• 12 paid holidays each year plus 2 “Collective Disconnect” breaks per year in December and July.
• A welcoming, collaborative work environment where your contributions are noticed and valued
  
  

Why This Role Matters

Our work depends on a solid foundation, and you’ll be the one building it each day. By ensuring smooth operations and anticipating needs, you’ll help our staff and leadership focus on their big-picture goals—knowing that the details are in excellent hands.

If you’re organized, proactive, and thrive in a role where no two days look the same, this could be the perfect opportunity for you.