Job Description
About the Organization The Agricultural and Labor Program, Inc. (The ALPI) is a private, non-profit, community-based agency that provides services to migrants, seasonal farm workers, disadvantaged and disenfranchised children, individuals and families, in the State of Florida. The ALPI encourages the involvement of individuals served in decision-making processes affecting their lives.
The ALPI was established in 1968 with five underlying principles that guides all its activities:
• Involvement of people
• Emphasis on long term accomplishments rather than promises
• Assurances of economic viability
• Emphasis on self-help, and
• A sound, integrated, total systems approach
In conceptualizing the ALPI overall program, five (5) main areas of activity continue to emerge:
EMPLOYMENT AND INCOME
ORGANIZATION DEVELOPMENT AND SUPPORT
HOUSING
COMMUNITY RELATIONS AND SUPPORT
EDUCATION, HEALTH, SOCIAL SERVICES
ALPI's Children and Family Services Division focus is on activities that enhance the process of providing developmentally appropriate early education activities including, but not limited to, health, nutrition, dental, mental health, parent information and referral on quality child care and health services programs.
The ALPI is a certified Child/Adult Care Food Program agency. Through this program, ALPI provides nutrition and meal services for Head Start and Child Care Program participants and certifies private child care providers to participate in the program.
The ALPI will continue to follow its mission of helping and advocating for those affected by poverty, as well as continue our commitment to bridging gaps that hinder self-sufficiency.
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
Description SUMMARY:
Serves as Executive Office Administrator and is responsible for maintaining organization and management of the Executive Office under the direct supervision of the Chief Executive Officer. Responsible for immediate supervision of the Corporate Office Support Specialist. The Executive Office Administrator must possess a mastery of office skills necessary to carry out this function; shall require minimum direct supervision; display initiative; exercise judgment within the scope of authority; and facilitate in the establishment, interpretation, application and enforcement of statues, rules, and regulations.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Include the following:
- Organizes schedules, meetings, and agendas; Sets up conference rooms, video, and teleconferences
- Responsible for the Organization Events, and meetings, to include Board Meetings, Orientation, Annual Retreat, Annual Meeting, Luncheon, etc.
- Schedules travel and itineraries for Governing Bodies and Advisory Council's.
- Develops and maintains a routine system for preparing minutes for meetings, processing outgoing mail, processing checks and receipts, and receiving calls.
- Manages correspondence; filters, responds and coordinates to meet executive's objectives
- Monitors engagements; tracks tasks, deliverables, and deadlines
- daily maintenance and upkeep of website;
- Coordinates and tracks administrative directives; schedules meetings; makes appointments; processes incoming correspondence; transfers information; and follows through on directives to completion.
- Monitors government funding opportunities; reports relevant opportunities to executive team
- Acts as the point of contact among executives, employees, clients, and other external partners
- Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
- Manages information flow in a confidential, timely and accurate manner
- Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
- Ensure Federal and State regulation compliance of Board of Directors, Policy Council, and Regional Advisory Council's Composition.
- Oversees the performance of other administrative staff
- Produces information and historical reference by taking meeting minutes, transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
- Manages correspondence; filters, responds and coordinates to meet executive's objectives
- Monitors engagements; tracks tasks, deliverables, and deadlines
- Monitors government funding opportunities; reports relevant opportunities to executive team
- Organizes and maintains the government and technical electronic file plans
- Represents the executive in the executive's absence - Welcomes guests and customers, in person or electronically; answers and directs inquiries
- Maintains office supplies inventory; evaluates new office products; orders and verifies receipt of supplies
- Maintains professional and technical knowledge of The ALPI's programs, partnerships, clients, professional networks, relevant groups/societies, events, and conferences
SUPERVISORY RESPONSIBILITIES: Corporate Office Support Specialist
Position Requirements Additional Requirements: - 3 Years of work experience as an Executive Assistant
- Can apply critical thinking to anticipate next steps and task/coordinate as appropriate
- Can filter correspondence and track business leads for strategic development
- Outstanding organizational and time management skills
- Excellent MS Office, Workflow and Kanban task management knowledge
- Excellent verbal, written and presentation skills
- Strong knowledge of and experience with reporting packages (Business Objects etc), databases (SQL etc), programming (XML, Javascript, or ETL frameworks).
- High level of discretion and confidentiality
- Experience in arranging travel and logistics
- Adept in conflict management, team building and efficient team communications
- Familiarity with video conferencing equipment/software, project management software, Agile management software, cloud and VPN access)
- Understands complex problems and clearly communicates with team
- Efficiently performs tasks and meets deadlines for projects
- Employs innovative and out-of-the-box thinking in troubleshooting
- Applies ideas and input in an Agile framework to advance team goals
- Must be eligible to work in the U.S., current or previous security clearances are a plus
Experience: - Project Management Software: 1 year (Preferred)
- Microsoft Office: 3 years (Required)
- Personal Assistant: 3 years (Required)
- Required)
- Management: 1 year (Required)
- Executive Support: 3 years (Required)
EDUCATION AND EXPERIENCE:
A Minimum of a bachelor's degree preferred from an accredited college or university with course work in Secretarial Science or related field.
LANGUAGE SKILLS:
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or
governmental regulations; write reports, business correspondence, and procedure manuals; and effectively present
MATHEMATICAL SKILLS:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
REASONING ABILITY:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited
standardization exists. Ability to interpret a variety of instructions furnished in written, oral, and or diagram form.
CERTIFICATES, LICENSES, REGISTRATIONS:
Must have valid Florida driver's license.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable the individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk or hear. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 10 pounds.
Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus.
Location Corporate
Open Date 3/27/2026
Close Date Exempt/Non-Exempt Exempt
Full-Time/Part-Time Full-Time
Shift Days
Number of Openings 1
Salary This position is currently accepting applications.
Job Tags
Full time, Part time, Work experience placement, Seasonal work, Work at office, Immediate start, Shift work