*Applicant must reside in Ocala, FL

OVERVIEW

Better Together works to end the root causes of poverty, dependency, divorce and child abuse by leveraging the power of the local church to provide struggling families with supportive relationships and meaningful work. Once properly supported, families can achieve independence, stay together and thrive.  

The Operations Administrative Coordinator provides administrative and operational support to the Chief Operating Officer and teams across Better Together. This role helps keep daily operations running smoothly by coordinating schedules, managing administrative processes, supporting technology and systems, maintaining accurate records, and assisting with reporting and organizational projects.

The ideal candidate is highly organized, resourceful, tech-savvy, and proactive, with a natural ability to solve problems, manage competing priorities, and provide excellent customer service. This position plays an important role in strengthening operational efficiency and ensuring staff have the tools, information, and support needed to serve families and communities effectively. 

CULTURE AND FIT

At Better Together, we are a mission-first team that shows up with purpose, humility, and grit. Our culture is shaped by five core values that guide how we lead, how we serve, and how we grow. If these values reflect who you are and how you work, you may be a great fit for our team.

1. We Love Others: We lead with empathy, humility, and integrity. We treat every person with dignity, make people feel seen and valued, and do what’s right even when it’s hard.
   1. Do you treat people with respect, no matter their background or behavior?
   2. Do you make decisions based on what’s best for others, not just yourself?
2. We Choose Gratitude: Gratitude fuels our joy and shapes how we show up. We focus on what’s possible, not what’s missing. We uplift others, celebrate progress, and keep perspective—even in the tough seasons.
   1. Do you stay positive and solutions-focused when challenges arise?
   2. Do you regularly speak encouragement and appreciation to your teammates?
3. We Are Ideal Team Players: We are hungry, humble, and people-smart. We take initiative, lift others up, and work wisely with all kinds of people. The best teams aren’t made of perfect people—they’re made of teachable ones.
   1. Do you take ownership and go the extra mile without being asked?
   2. Are you open to feedback and constantly looking for ways to grow?
4. We Do Hard Things: We don’t quit when things get hard. We press in with courage, keep a growth mindset, and do whatever it takes to get the job done. We don’t waste time on drama—we stay focused on the mission.
   1. Do you rise to challenges with resilience and a clear head?
   2. Do you consistently push through discomfort to deliver results?
5. We’re All In: We carry the mission in our hearts and act like owners. We take full responsibility, build capacity in ourselves and others, and do the work that matters most.
   1. Are you passionate about transforming lives and communities through your work?
   2. Do you take initiative and show up fully—because you believe this mission is worth it?

We don’t hire just for talent. We hire for alignment, character, and commitment to the mission. Expect honest conversations about these values throughout the hiring process.

ROLES AND RESPONSIBILITIES

The Operations Administrative Assistant will have four primary roles, broken down into key responsibilities. They are:

EXECUTIVE SUPPORT

• Manage the COO’s calendar, scheduling, meeting coordination, and travel arrangements.
• Prepare agendas, presentations, meeting materials, correspondence, and other documents as requested.
• Coordinate meeting logistics, capture action items, and assist with tracking follow-up commitments and deadlines.
• Organize and maintain operational documents, files, and confidential records.
• Assist with expense reports, purchasing requests, invoices, and other administrative processes.
• Support communication and coordination between the COO, internal teams, and external stakeholders.

GENERAL OPERATIONS 

• Provide administrative and operational support to staff and departments across the organization, ensuring timely and responsive customer service.
• Coordinate vendor relationships, service requests, contracts, subscriptions, and renewals to support efficient daily operations.
• Maintain accurate and organized inventory records for warehouses and storage units, including organizational equipment, supplies, resources, and related operational documentation.
• Coordinate logistics for staff meetings, organizational trainings, retreats, and events, including scheduling, materials, supplies, refreshments, and technology needs.
• Assist with purchasing, ordering supplies, and coordinating delivery of materials and resources to regional teams.
• Identify opportunities to improve administrative workflows, streamline processes, and strengthen organizational efficiency.

IT & SYSTEMS

• Serve as a first point of contact for basic staff technology questions and troubleshooting, providing Level 1 IT support within established guidelines.
• Assist staff with common issues related to Google Workspace, software applications, equipment, and access to organizational systems.
• Coordinate more complex technical requests with internal systems leadership and external IT providers, ensuring timely follow-up and resolution.
• Support employee onboarding and offboarding by coordinating technology access, equipment, accounts, and system permissions in collaboration with appropriate departments.
• Maintain records of technology equipment, software subscriptions, licenses, and user access.
• Assist with basic system administration, documentation, and communication of technology updates and procedures.

REPORTING & PROJECTS

• Pull data from Salesforce and other organizational systems to prepare routine reports, spreadsheets, and operational updates.
• Maintain and update Google Sheets, Excel spreadsheets, operational trackers, and scorecards to support accurate reporting and decision-making.
• Assist with gathering, organizing, and validating information for organizational dashboards, leadership reports, and operational reviews.
• Provide administrative coordination for assigned operational projects, including tracking timelines, deliverables, and action items.
• Follow up with team members to gather project updates, identify outstanding items, and support timely completion of tasks.
• Conduct basic research, compile information, and prepare summaries to support operational planning and improvements.

REQUIREMENTS

• Exceptional organizational, time management, and follow through skills.
• Strong written and verbal communication skills.
• Demonstrated ability to manage multiple priorities and deadlines simultaneously.
• High attention to detail and commitment to accuracy.
• Ability to anticipate needs, identify gaps, and take initiative without waiting for direction.
• Strong judgment and ability to handle confidential or sensitive information.
• Comfortable working with senior leaders and coordinating across multiple departments.
• Proficiency with Google Workspace and the ability to quickly learn organizational systems and technology.
• Experience providing executive, administrative, project coordination, or operational support preferred.
• High level of integrity, discretion, and trustworthiness, with the ability to serve as a trusted confidant and maintain strict confidentiality regarding sensitive personnel, leadership, and organizational matters. 

SUCCESS IN THIS ROLE

Success in this role means the COO is exceptionally prepared, priorities do not fall through the cracks, meetings result in clear action, deadlines are anticipated, information is readily available, and operational initiatives continue moving forward.

The Operations Administrative Assistant creates capacity for the COO by bringing organization, consistency, urgency, and follow through to the day to day work of the Operations function.

TIMING, LOCATION AND COMPENSATION

Better Together seeks to fill this position as soon as possible. The organization’s headquarters are in Naples, Florida, but all the Better Together staff reside in Florida. Better Together has built a highly successful work culture over the past decade with systems and structures designed for clarity, flexibility, and great communication. Key elements of the environment include:

• Weekly team meetings with clear accountability and the opportunity to solve issues as a team. 
• Quarterly in-person team meetings at which you’ll build deeper relationships, set clear goals aligned with the Better Together vision, and brainstorm how to seize new opportunities
• An intensive 90-day orientation to familiarize you with the Better Together team, our policies, and how we operate
• Home office setup, including equipment and communication tools you need to hit the ground running

Compensation and Benefits: 

Better Together offers also offers a generous benefits package, as outlined below:

• Medical (99% employer paid, employee only)
• Dental 
• Vision
• Life Insurance
• Paid Holidays
• Paid Time off
• Retirement Savings Plan with 50/50 employer match up to 6%

QUESTIONS

Please direct all questions to [email protected].