Administrative Assistant Job at The Florida Keys & Key West in Islamorada

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Human Resources Consulting | SHRM Certified Professional

Administrative Assistant

About Us

The mission of Visit Florida Keys is to provide exceptional service and resources with the highest integrity to meet the needs of the Monroe County Tourist Development Council, the tourism industry, and the public we serve. As the official Destination Management Organization (DMO) for the Florida Keys, we are committed to delivering excellence across all aspects of our operations and partnerships.

Position Overview

The Administrative Assistant for the Islamorada office plays a central role in supporting the smooth operation of office activities, contract administration, and cross-team initiatives. Reporting to the Manager of Contracts and Compliance, this position manages the daily administrative functions of the Islamorada office, provides critical support for grant funding contracts, and collaborates closely with both the Key West administrative team and senior leadership.

This role also provides administrative support for the Senior Vice Presidents of Marketing & Communications and Partnerships & Technology, ensuring efficient scheduling, financial tracking, support for the marketing plan, and technology coordination. The ideal candidate will bring exceptional organizational skills, proactive problem-solving, and a "can-do" attitude to ensure our team is well-supported and effective.

Duties & Responsibilities:

Office Management & Reception

• Serve as the primary point of contact for incoming calls and visitors.
• Oversee opening and closing of the Islamorada office.
• Manage mailing and shipping needs, collateral fulfillment, and office supplies.
• Coordinate with the landlord or Monroe County for any repairs or facility issues.
• Assist with obtaining revised budgets for Fishing, Cultural, and Destination Events.
• Assist with sending agreements out for signature and follow up to ensure timely submission.
• Process executed agreements, including saving files electronically and distributing final versions via email.
• Send reminders for expiring insurance certificates.
• Cross-train with the Key West Administrative Assistant to send out DAC, FAC, and TDC meeting packets and post them on the County website.

Administrative Support for SVPs (Marketing/Communications and Partnerships/Technology)

• Schedule and record notes/actions for key team meetings.
• Assist with team financials, including invoice processing and tracking and expense report submissions.
• Assist with technology requirements for new hires and track staff technology assets.
• Help maintain and ensure the accuracy of the Visit Florida Keys marketing calendar (AirTable).

General Administrative Duties

• Support special projects and administrative initiatives as needed.
• Collaborate with colleagues to ensure consistent processes and procedures across offices.

Required Qualifications:

Education & Experience

• Minimum of 2 years of clerical or administrative experience.
• Experience in tourism, hospitality, or public-facing roles is a plus.
• Exceptional professionalism, strong interpersonal skills, and outstanding telephone communication ability.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and experience with Microsoft 365, OneDrive, SharePoint, and other cloud-based collaboration tools.
• Tech-savvy with the ability to quickly learn and master new digital tools and platforms.
• Meticulous attention to detail and a proactive problem-solving mindset, with the ability to anticipate needs before being asked.
• Self-starter who actively looks for ways to support the team and contribute to overall efficiency, rather than waiting for direction.
• Strong organizational and time management skills with the ability to multitask effectively.
• Flexible, adaptable, and comfortable working in a fast-paced environment with shifting priorities.

Working Conditions

• Full-time position (40 hours per week, Monday–Friday, 9 AM to 5 PM).
• Office-based in Islamorada, Florida, with occasional travel to Key West or other county locations as required.
• Ability to sit, stand, and use office equipment for prolonged periods.
• Occasional evening or weekend hours may be required during peak periods.
• Competitive salary commensurate with experience.
• Health insurance coverage.
• Paid vacation and sick leave.
• Retirement savings plan.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Consulting and Sales

• Industries

  Human Resources Services

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Medical insurance

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