Senior Administrative Assistant

Mission Statement

The Children's Network of Hillsborough is committed to working with the community to protect children and preserve families.

General Purpose of Job

The Senior Administrative Assistant provides comprehensive administrative support to the Executive Administrative Assistant and assists in managing the day-to-day operations of the Executive Office, with a primary focus on supporting the Chiefs of the agency. This position plays a key role in ensuring efficient communication, scheduling, and coordination across executive leadership. The Senior Administrative Assistant maintains a high level of professionalism, discretion, and organizational skill while handling sensitive information and representing the agency in a manner aligned with its mission and values.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities

• Support daily administrative operations of executive leadership, with specific focus on tasks related to the Chiefs of the agency
• Manage calendars, schedule meetings, and coordinate logistics for internal and external appointments
• Prepare, proofread, and edit correspondence, reports, and presentations for leadership review
• Track and follow up on assignments, projects, and deadlines as directed by the Executive Administrative Assistant
• Handle confidential and time-sensitive information with integrity and discretion
• Assist in the preparation of materials for Board meetings, executive leadership meetings, and strategic planning sessions
• Arrange travel and submit expense reports for Chiefs and other executive staff as needed
• Serve as a liaison between the executive leadership and internal departments or external partners
• Maintain organized electronic and physical filing systems
• Perform other administrative duties as assigned to support the Executive Office

Working Hours

CNHC's believes in work life balance for all employees. This is an in-office position with a field work requirements. Monday-Friday from 8:00am to 5:00pm averaging forty (40) hours per week. Working hours may vary based on business needs.

Travel

Travel in and outside of Circuit 13 is required.

Training

All employees must complete fifteen (15) hours of on-line or classroom Training on an annual basis.  If the employee is a Certified Child Welfare Professional, training hours must total twenty (20) annually.

Supervisory Responsibilities

This position does not have supervisory responsibilities

Education and Experience

A bachelor's degree in business administration, social work, public administration, or a related field with two years' experience is preferred. An associate's degree in a relevant field, such as office administration or social services, may be acceptable for candidates with a minimum of 5 years' experience

Skills and Abilities

The Senior Administrative Assistant should possess exceptional organizational and time management skills, with the ability to manage multiple priorities and deadlines in a fast-paced environment. Strong written and verbal communication skills are essential, along with a high level of professionalism and discretion when handling sensitive or confidential information. The Senior Administrative Assistant must demonstrate strong attention to detail, problem-solving ability, and sound judgment. Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint) and comfort with scheduling platforms and virtual meeting tools are required. The candidate should also be adaptable, proactive, and able to work both independently and collaboratively with executive leadership and staff at all levels.

Pre-employment Requirements

Certificates, License, Registrations, backgrounds, drug screens, etc.

• Valid driver's license required, with proof of insurance
• Driver's license check is a requirement
• Criminal background screening (fingerprinting) (Local Law Enforcement and FBI/FDLE)
• Drug Screening is a requirement
• Children's Network participates in E-Verify

Other Requirements

Language Skills

Must possess excellent written and verbal communication skills. This includes the ability to read and interpret documents such as executive correspondence, reports, policies, and meeting materials. The individual must be able to draft clear and professional emails, memos, and other written communications with attention to tone and accuracy. Strong proofreading and editing skills are essential. The role also requires the ability to effectively communicate and interact with internal staff, executive leadership, board members, and external stakeholders in a courteous and professional manner.

Mathematical Skills

Must possess basic mathematical skills, including the ability to add, subtract, multiply, and divide in all units of measure using whole numbers, fractions, and decimals. The role may require the preparation or review of expense reports, budget tracking, and invoice processing, which calls for accuracy and attention to detail. Familiarity with spreadsheets and the ability to perform basic calculations using Microsoft Excel or similar software is also essential.

Reasoning Ability

Must demonstrate strong critical thinking and problem-solving skills, with the ability to assess situations, identify potential issues, and implement appropriate solutions independently or with minimal direction. This role requires sound judgment and discretion, especially when handling confidential or sensitive matters related to executive leadership. The individual must be able to adapt to shifting priorities, anticipate needs, and respond effectively under pressure or within tight deadlines. The ability to interpret and apply agency policies and procedures while exercising professionalism in all interactions is essential.

Physical Demands

The physical demands of this position are representative of those typically required in a professional office setting. The Senior Administrative Assistant must be able to sit for extended periods while working at a computer, as well as occasionally stand, walk, bend, and reach. The role requires the ability to lift and carry office supplies, files, or equipment weighing up to 25 pounds. Manual dexterity is needed to operate standard office equipment such as a computer, telephone, copier, and printer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

This position is primarily in a professional office setting and is expected to be on-site during regular business hours; this is an in-office based position. The environment includes a moderate noise level and frequent interaction with staff, leadership, and external partners. The role involves regular use of standard office equipment such as computers, phones, printers, and copiers. While generally sedentary, the position may occasionally require movement between offices or meeting spaces. The individual must be comfortable working both independently and collaboratively in a fast-paced, deadline-driven environment that may require flexibility to support executive needs.

ADA:       Children's Network of Hillsborough, LLC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

EEO: Children's Network of Hillsborough, LLC does not discriminate based on race, national origin, gender, religion, veteran status, or disability in employment, in provision of services, or in access to programs.

Children's Network of Hillsborough, LLC is a Drug-Free Workplace.

Remember: If you are currently an employee of Children's Network of Hillsborough Florida, LLC, or one of our Case Management Organizations, it is necessary that you notify your current Supervisor, prior to applying.