Administrative Assistant

Job Description

Summary:

The Administrative Assistant will report directly to the Director of Development and provide comprehensive administrative support to ADH Ltd. staff. This role is based in Nassau with flexibility to travel to Exuma as needed. The ideal candidate will be responsible for handling office administrative duties and supporting overall business operations.

Key Responsibilities include but are not limited to:

General Office Administration:

• Manage office operations, including scheduling meetings, answering calls, greeting visitors, and responding to emails.
• Maintain office supplies and equipment to ensure a well-functioning workspace.
• Manage clerical tasks such as filing, photocopying, scanning, and maintaining both digital and physical records.
• Manage incoming and outgoing mail and packages, ensuring timely processing and distribution.
• Organize and update files and records weekly, keeping all information accurate and up to date.
• Serve as the first point of contact for internal and external inquiries, directing them to the appropriate personnel as needed.

Operational & Administrative Support:

• Assist with property management tasks, including vendor relations, routine property inspections, and maintenance scheduling.
• Coordinate planning for business travel, including arrangements for clients, prospects, ADH team members, and subcontractors.
• Assist with import and export coordination to and from Cays.
• Support property development projects by tracking project timelines, coordinating with contractors, and ensuring timelines are met.
• Assist in procuring supplies and services, managing relationships with suppliers, and conducting online research when needed.

Qualifications & Skills:

• 3–5 years of administrative experience, preferably in operations, property management, or development.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Smartsheet, and other office software.
• Excellent written and verbal communication skills, with the ability to interact professionally with internal teams, vendors, and clients.
• Highly organized, detail-oriented, and able to manage multiple projects efficiently.
• Strong problem-solving skills and the ability to mediate issues when necessary.
• Ability to work independently while taking direction effectively.
• Professional demeanor, maintaining discretion and confidentiality.
• Flexibility to adjust to changing schedules and priorities.
• Willingness to travel between islands as required.

Work Schedule & Location:

• Monday – Friday, 9:00 AM – 5:00 PM, with flexibility for evenings and weekends as needed.
• Based in Nassau, with occasional travel to Exuma.

Education:

• Associate’s degree required, bachelor’s degree in a relevant field preferred.

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