Summary:

Since 1997, AlphaStaff has delivered HR outsourcing solutions to thousands of small and medium-sized businesses across the country, as well as some large organizations. We are searching for an Administrative and Operations Coordinator for one of our nonprofit clients located in Winter Park, FL: the Florida College of Emergency Physicians (FCEP), an organization committed to supporting emergency medicine professionals across the state through advocacy, education, and leadership. This is a full-time, in-office position ideal for someone who thrives in a fast-paced, high-visibility environment and enjoys being at the operational center of a small and dynamic team.

About You:

You play a key role in bringing structure to moving parts, confidence to communication, and energy to execution. keeping projects and operations on track. You stay grounded when priorities shift and take initiative without waiting to be asked.

You’ve supported senior leadership, managed busy calendars, and produced polished correspondence. You thrive in environments that are collaborative but lean, where priorities can shift quickly. You don’t wait to be told what to do – you anticipate needs, ask smart questions, and follow through.

You’re someone who takes pride in their accuracy, adapts quickly to new systems, and communicates clearly in writing and in person. While you may not have all the answers, you’re willing to dig in, ask, learn, and grow.

Responsibilities:

Provide administrative support for the CEO and the organization's day-to-day operations
Coordinate internal and external meetings, including scheduling, setup, note-taking, and follow-up
Maintain calendars, contact lists, office supplies, and equipment
Draft and format correspondence, reports, presentations, and board materials
Take meeting minutes and prepare summaries for committees and board activities
Support membership administration, database maintenance, and outreach
Serve as point of contact for vendors, deliveries, and building-related coordination
Maintain organized digital and physical filing systems
Support event and conference logistics, including registration, communications, and vendor coordination
Handle incoming calls, mail, and general office inquiries
Collaborate with colleagues across the organization to ensure smooth operations
Assist with other projects and duties as assigned

Qualifications:

2+ years of experience in a similar administrative or operations role
Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, and Teams)
Strong written and verbal communication skills
Fast and accurate typing; capable of producing polished meeting minutes
High attention to detail and organizational skills
Strong sense of initiative, follow-through, and accountability
Comfort working under pressure and adjusting to shifting priorities
Positive, flexible, and professional demeanor
Able to work occasional evenings or weekends for key events or programs, and occasional in-state travel
Experience with Constant Contact, Adobe Acrobat, or Google G-suite is a plus
A skills assessment will be required as part of the selection process

Compensation and Perks:

$40,000 - $46,000 salary based on experience
Comprehensive insurance benefits coverage: Employer subsidized Medical, Dental, Vision, Life, Accident, and Short-Term Disability.
Retirement: Eligible for 401(k) participation after 60 days of employment
Paid holidays (13 total), plus office closure between Christmas and New Year’s (4 additional days off)
Work closely with executive leadership and board members
Enjoy a collaborative, fun, and professional work environment
Work schedule: 7.5-hour days / 37.5-hour weeks

Disclaimers: AlphaStaff, Inc. and the Client are equal employment opportunity employers and do not discriminate against any applicant or employee based on race, color, sex, sexual orientation, gender identity, religion, national origin, age, past or present military service, disability, genetic information, or any other basis protected by applicable federal, state, or local laws. CCPA Notice can be found at: https://www.alphastaff.com/privacy-notice-to-california-job-applicants/

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Administrative and Operations Coordinator