Executive Assistant/Office Coordinator Position Available In Volusia, Florida

Executive Assistant/Office Coordinator Vision HR Daytona Beach, FL 32114 Comprehensive Benefits including: Executive Assistant/Office Coordinator Our client is a long standing charter school looking to bolster their administrative staff with a well qualified, enthusiastic individual.

Position Overview:

We are seeking a highly organized, discreet, and proactive Executive Secretary / Office and Operations Coordinator to provide comprehensive administrative, operational, and financial support to our school’s senior leadership. This multifaceted role combines executive-level assistance, office management, bookkeeping, payroll processing, and school lunch program oversight. The ideal candidate will have prior experience in education or nonprofit settings and the ability to manage multiple responsibilities in a fast-paced, mission-driven environment.

Key Responsibilities:

Executive Administrative Support Manage complex executive calendars, meetings, travel, and appointments. Prepare agendas, take minutes, and follow up on action items. Draft, proofread, and manage internal and external communications, reports, and presentations. Serve as liaison between leadership and staff, board members, community partners, and stakeholders. Maintain confidentiality of sensitive materials and information. Office and Operational Coordination Serve as the primary contact for visitors, students, staff, and families. Manage phone, email, and general correspondence for the office. Maintain student/staff records, attendance, and enrollment data. Organize digital and physical files according to compliance standards. Order and manage office supplies and vendor/service contracts. Bookkeeping & Financial Administration Track and record financial transactions using accounting software (e.g., QuickBooks). Serve as the on-site liaison between school and School Financial Solutions (SFS) Process invoices, payments, deposits, and monthly reconciliations. Serve as the primary contact for school PEO – Vision HR Support budgeting, audits, and financial reporting. Maintain payroll records, process bi-weekly payroll (50-200 employees), and ensure compliance with benefits and tax filings. Assist with accounts payable/receivable and provide financial data entry and clerical support. Lunch Program Oversight Coordinate school lunch operations including vendor communication and menu planning. Track meal counts and eligibility, ensuring compliance with federal/state guidelines. Submit required reports for reimbursement and maintain related inventory and documentation. Communicate with parents regarding dietary needs and lunch accounts. Administrative & Project Support Coordinate board and committee meetings, including scheduling and preparation of documents. Support school and donor events through planning, logistics, and communications. Track organizational deadlines (e.g., grant submissions, compliance reports). Manage special projects aligned with strategic priorities. Provide clerical support across departments as needed. Charter School Financial Assistant (as needed) Perform basic bookkeeping and payroll functions for several accounts across the organization Reconcile monthly bank and investment statements Be knowledgeable of and responsible for all current charter school law governing financial reporting and fiscal policies Handle all financial transactions with strict confidentiality.

Preferred Qualifications:

Experience in executive support within a school or nonprofit environment. Knowledge of school data systems, payroll, lunch program management, or fundraising support. Excellent verbal/written communication and a professional, diplomatic demeanor. Strong attention to detail, ability to multitask, and prioritize in a dynamic setting. Familiarity with QuickBooks, Microsoft Office, Google Workspace, and virtual platforms (e.g., Zoom). Proficiency with recordkeeping, payroll, and financial systems.

Education & Experience:

Associate’s or bachelor’s degree in business administration, Communications, or related field preferred. 3-5 years of experience in administrative support, bookkeeping, or school office coordination. Prior experience with school systems (e.g., PowerSchool), nonprofit platforms (e.g., Blackbaud, Salesforce), or donor management systems a plus.

Work Environment:

Office-based within an educational or nonprofit setting. Occasional evening or weekend hours may be required for board meetings or special events. Professional attire and demeanor expected. Employee Benefits Health Insurance Dental Insurance Vision Insurance Company paid Life Insurance, Short Term Disability and Long Term Disability Generous PTO and Paid Holidays 401k Savings Plan “We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or dis ability status .”

Job Type:

Full-time Pay:

$18.00 – $20.20 per hour Expected hours: 35 – 45 per week

Benefits:

401(k) Dental insurance Health insurance Health savings account Life insurance Paid time off Retirement plan Vision insurance

Schedule:

8 hour shift Monday to Friday Weekends as needed Ability to

Commute:

Daytona Beach, FL 32114 (Required) Ability to

Relocate:

Daytona Beach, FL 32114: Relocate before starting work (Required)

Work Location:

In person