Overview
Administrative Assistant Jobs in Bonita Springs, FL at Caribbean Companies
Scheduling & Calendar Management:
Location: Corporate Office (Indio, CA)
Department: Scheduling Department
Reports To: Residential Director
Position Overview:
We are looking for an organized and proactive Admin Assistant/Scheduling Coordinator to oversee scheduling operations and assist with administrative tasks within our team. The ideal candidate will be a skilled multitasker, able to coordinate appointments, manage calendars, and provide administrative support to ensure efficient day-to-day operations.
Key Responsibilities:
Coordinate and manage schedules for staff, and other team members.
Manage daily shift operations, ensuring the proper allocation of resources to meet business demands i.e forecast
Schedule meetings, appointments, and events, ensuring efficient time allocation and no scheduling conflicts.
Delegate tasks to team members and ensure tasks are completed efficiently and on time.
Provide on-the-job training to new hires and current employees, ensuring they follow procedures and meet expectations.
Prepare and distribute meeting agendas and reminders for upcoming appointments..
Administrative Support:
Perform general administrative duties such as answering phone calls, managing emails, and responding to inquiries.
Ensure the team follows safety protocols, policies, and procedures
Prepare and proofread documents, reports, and presentations.
Handle routine office tasks, including filing, organizing supplies, and maintaining office records.
Address operational challenges or emergencies as they arise, such as equipment malfunctions or customer complaints.
Assist with office-related projects and tasks as needed.
Handle conflicts among team members professionally and ensure a positive work environment.
Collaborate with HR
Communication & Coordination:
Serve as the primary point of contact for scheduling requests from both internal and external parties.
Liaise with team members, clients, and vendors to ensure meetings and appointments are scheduled promptly.
Communicate any changes or updates to scheduled events, ensuring all participants are informed.
Facilitate coordination between different departments or teams to ensure smooth scheduling and conflict resolution.
Data Entry & Management:
Maintain accurate records of appointments, meetings, and schedules in digital or physical formats.
Update contact lists, calendars, and other scheduling tools.
Ensure accurate entry of data into scheduling software or systems (e.g., Google Calendar, Microsoft Outlook, etc.).
Generate reports or summaries of scheduled events, as required by managers.
Meeting Preparation & Support:
Prepare meeting rooms, virtual meeting links, and necessary materials before scheduled events.
Take meeting minutes and distribute them to relevant participants.
Coordinate logistics for meetings, including catering and room setup, as required.
Problem-Solving & Conflict Resolution:
Proactively identify and resolve scheduling conflicts or issues.
Adjust schedules based on priorities or last-minute changes while maintaining efficiency.
Provide support in managing unexpected urgent requests or changes in schedule.
Qualifications:
Education: High School Diploma or equivalent; associate’s degree or higher preferred.
Experience: Minimum of 1-3 years of experience in an administrative, scheduling, or coordination role.
Skills:
Excellent communication skills, both written and verbal.
Strong organizational skills with the ability to prioritize tasks and meet deadlines.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling software (e.g., Google Calendar, Microsoft Outlook).
Ability to work in a fast-paced environment with multiple competing priorities.
Excellent attention to detail and ability to multitask effectively.
Problem-solving skills and ability to manage complex scheduling tasks.
Additional Requirements:
Strong interpersonal skills and ability to work well with diverse teams.
Ability to maintain confidentiality and handle sensitive information.
Professional appearance and demeanor.
Flexibility to adapt to changing priorities and last-minute adjustments.
Ability to work independently and as part of a team.
#cali1
Job Type: Full-time
Pay: $22.00 – $25.00 per hour
Benefits:
Dental insurance
Health insurance
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Ability to Relocate:
Indio, CA 92201: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: Caribbean Companies
Location: Bonita Springs, FL
