What are the responsibilities and job description for the Administrative Assistant position at Barrier Island Parks Society, Inc.?
Dream of working by the beach on a beautiful island? Want to contribute to a legacy to preserve history and nature for future generations? Join the BIPS Team!
Barrier Island Parks Society, BIPS in Boca Grande, FL is seeking a full time onsite Administrative Assistant to work in our office in the beautiful historic Port Boca Grande Lighthouse & Museum, located by the beach in Gasparilla Island State Park at 880 Belcher Road, Boca Grande, FL 33921. Learn more about BIPS at www.BIPS.org
Strong people and office skills, including computer, data entry, analytical, organizational and experience in MS Word and Excel are a must. Must have your own transportation. This position is mostly onsite Monday – Friday but can include a few weekends and nights dependent on program and events.
Ideal candidate is a quick learner who maintains a positive attitude in a fast-paced environment. Non-profit and MS Publisher experience preferred. Compensation: $17 per hour & Gasparilla Island Bridge Tolls are paid for work commute. Paid vacation after first year.
*Please apply with resume and references by October 9, 2026. Chosen candidates will be contacted for an Interview appointment.
Primary Job Description: Administrative Assistant
The Administrative Assistant is expected to be a professional, organized, timely, helpful, responsible, and dedicated team member who follows all policy and procedures as outlined by the organization. Below are the primary tasks he/she is expected to perform:
- Answer and return calls in a timely manner
- Take detailed messages and communicate information where needed
- Check and respond to all assigned emails daily
- Reconcile invoices and prepare and manage check requests
- Prepare and manage documents requiring signatures
- Maintain and manage insurance policies payment status
- Face-to face queries with the public
- Prepare and manage equipment and supplies for meetings and presentations
- Track and manage bridge toll passes, and report division of expenses
- Data entry and tracking spreadsheets
- Check and distribute mail
- Make deposits
- Support Development Assistant with mail merge and mailings, as needed
- Manage inventory
- Order office supplies
- Prepare monthly data dashboards and convert into graphs, if needed
- Assist with grants and reimbursements
- Keep office binders updated and organized
- Keep file systems organized
- Maintain BIPS calendars
- Schedule maintenance on equipment and buildings
- Prepare and manage supplies for programs and events, as needed
- Support events and programs, as needed
- Assist with marketing events and programs
- Schedule and coordinate tours with tour groups, docents and staff
- Manage wedding, proposal, special event and meeting rentals for Amory Memorial Chapel, Port Boca Grande Lighthouse & Gasparilla Island Lighthouse
- Weekly and monthly reports as requested
- All necessary tasks to support BIPS' Executive Director, Board and Staff
Job Type: Full-time
Pay: $17.00 per hour
Work Location: In person
Salary : $17