Administrative Assistant

Overview

Coast to Coast Legal Aid of South Florida, Inc. (CCLA) established in 2003 is a Legal Services Corporation (LSC) funded non‑profit organization that provides free civil legal services to low‑income residents in Broward County. CCLA offers assistance in areas such as Family Law & Victims of Crime, Economic Advocacy & Community Health, and Senior Law for people aged 60 and older.

The organization’s mission is to provide equal justice to underserved communities through quality and innovative free civil legal aid, helping thousands of economically disadvantaged residents gain greater access to justice and remove barriers to a healthy, stable life.

CCLA is currently seeking a full‑time Administrative Assistant to work in the Administration Unit, providing administrative and organizational support to the Executive Director, Chief Financial Officer, Human Resources Manager, Directors, Supervising Attorneys, and Program Administrator. This position plays a key role in ensuring effective program management, board governance support, fiscal and grant compliance, and smooth daily administrative operations across the organization.

The role is based in the South Florida office and requires an in‑office schedule of Monday through Friday, 9:00 a.m. to 5:00 p.m.

• Work closely with the Executive Director, Chief Financial Officer, Human Resources Manager, Directors, Supervising Attorneys, and Program Administrator to support efficient program management.
• Maintain all corporate records and official organizational documents.
• Organize staff meetings, set calendars, and coordinate administrative workflows and deadlines.
• Complete insurance applications and related documentation.
• Arrange staff travel and lodging.
• Register staff for training and conferences.
• Schedule internal and external meetings.
• Process payment of bar dues and professional registrations.

• Schedule Board of Directors meetings and prepare, distribute, and maintain agendas and supporting materials.
• Attend all Board meetings and accurately record and maintain official meeting minutes.
• Coordinate with the Program Administrator to ensure timely submission of Board minutes and attachments to grantors.
• Maintain current Board roster and committee records.
• Update and maintain the Board Manual on an annual basis.

• Reconcile monthly bank statements and perform administrative tasks in support of the fiscal department.
• Assist in preparation for program monitoring visits by funders.
• Assist in compiling reports, records, and documentation for auditors.

• Provide administrative support to the Human Resources Department, including onboarding‑related tasks and record maintenance.
• Provide administrative support to the Development Department, including assistance with grant applications, reporting, and compliance tracking.
• Help organize workloads, timelines, and deadlines related to grants and reporting requirements.

• Maintain user accounts for staff in legal and professional systems including MIE, PLI, and other legal resources.
• Serve as a back‑up administrator for KnowBe4 Cybersecurity Training.
• Serve as a back‑up Site Administrator for the Legal Server case management system.
• Perform all other duties as assigned and/or requested by the Executive Director, Management Team, Supervisors, or as required by grant(s).

• Bachelor’s degree preferred.
• Prior experience in a legal aid, nonprofit, LSC‑funded organization, government, or similar setting is strongly preferred.
• Experience with legal case management systems; familiarity with Legal Server is a plus.
• Due to funder requirements, all applicants must pass a background check before employment begins.

• Strict adherence to confidentiality.
• Experience taking meeting minutes is a plus.
• Exceptional organizational skills with strong attention to detail and accuracy.
• Ability to prioritize and manage multiple responsibilities simultaneously.
• Ability to work independently with minimal supervision and follow…