Administrative Assistant

Administrative Assistant

Type: Full-Time

Location: Hybrid (Remote/In-Office – Miami, FL)

Reports to: Director of Administration

Also Supports: Senior Finance Manager

Position Summary

SECORE International is seeking an efficient, detail-oriented, tech-savvy, and proactive Administrative Assistant to support the operations of its Administration Department in a dynamic, fast-paced environment. This full-time role reports to the Director of Administration and provides additional support to the Senior Finance Manager.

The Administrative Assistant is responsible for a wide range of functions including administrative operations, inventory and file management, HR support, international logistics coordination, and departmental project assistance.

At SECORE, we are a tight-knit team of purpose-driven individuals working across disciplines and time zones to advance global reef restoration efforts. Our remote environment requires team members to be clear, transparent, and communicative in their work. The ideal candidate is someone who brings structure without overcomplication, communicates proactively, and contributes to a collaborative culture grounded in mutual respect and shared goals.

What We’re Looking For

• Collaborative by Nature: You work well with diverse teams and know how to build trust through consistent, respectful communication.
• Clear and Responsive: You communicate proactively and know when to escalate issues or ask for clarity. You keep things moving forward without getting lost in the weeds.
• Organized and Action-Oriented: You prioritize effectively, track details carefully, and take ownership of outcomes in a fast-paced, results-driven setting.
• Culturally Aligned: You understand and appreciate working with scientists, conservationists, and international partners. You’re curious, humble, and mission-aligned.

Key Responsibilities

Administrative & Operational Support

• Provide high-level administrative support to the Director of Administration and Senior Finance Manager.
• Maintain organized company files and document systems using Google Drive and other shared platforms.
• Manage calendars, meeting logistics, and internal communication workflows.
• Assist with payroll administration, reimbursement processing.
• Support monthly financial reconciliations, including credit cards, vendor accounts, and revenue deposits.
• Maintain vendor files, track invoice status/coding/, and support procurement processes.
• Monitor mail intake, scanning, and upload to digital filing systems.
• Track and manage inventory of office and program supplies; coordinate reorders and stock levels.
• Assist in preparing documentation for business filings, insurance, and compliance matters.
• Asset Inventory - Miami storage, tech assets (laptops, printers, etc), digital assets and subscriptions
• Other assignments/projects as needed

Human Resources Support

• Maintain and update employee records, onboarding documentation, certifications/ licenses, etc.
• Assist in the administration of employee benefits, open enrollment, and related communications.
• Support employee engagement initiatives, training, and team-building events.

Logistics & Project Coordination

• Coordinate international shipping logistics with freight forwarders and customs brokers.
• Prepare and manage commercial invoices, customs forms, and other required shipping documentation.
• Track shipments, obtain quotes, monitor customs compliance, and communicate updates to project teams.
• Coordinate with third-party vendors for packing, warehousing, and transport.
• Provide administrative support for special projects, departmental initiatives, and cross-functional tasks.

Qualifications

Required:

• Bachelor’s degree or equivalent professional experience.
• At least 3 years of administrative or operational support in a fast-paced, multitasking environment.
• Strong proficiency with Google Workspace (Docs, Sheets, Drive) and Microsoft 365, Asana.
• Highly organized with excellent time management and attention to detail.
• Ability to work independently and across departments to meet tight deadlines.
• Strong interpersonal and written communication skills.
• Demonstrated ability to manage files, track inventory, and maintain digital systems.

Preferred:

• Experience with international logistics, vendor coordination, or shipping documentation.
• Familiarity with HR functions, benefits coordination, and compliance support.
• Working knowledge of the Harmonized Tariff Schedule (HTS) or customs regulations.

Compensation & Benefits

• Hybrid work environment (remote and Miami-based office)
• Generous paid time off and holiday schedule
• Fully paid health insurance
• 2% employer contribution to IRA
• Opportunities for professional development and growth
• Salary commensurate with experience

How to Apply

Please send a single PDF including your cover letter and resume to admin@secore.org with the subject line: Administrative Assistant Application. Applications will be reviewed on a rolling basis until the position is filled.