Administrative Assistant

Role overview

This contract opportunity is for an Administrative & Communications Coordinator supporting a Planning Council connected to the Ryan White HIV/AIDS Program (RWHAP) in the Orlando service area. The position combines hands-on administrative support with communications coordination, recordkeeping, and digital engagement work.

The schedule is Monday through Friday, 8:00 AM to 5:00 PM, and the hourly pay is $20. The assignment is temporary-to-hire. The role is based in Orlando, FL and follows a hybrid setup, with most work done remotely and in-person presence required for 5 days each month.

The selected person will help keep meetings, outreach efforts, communications, and records organized while upholding strict confidentiality and privacy expectations, including HIPAA and PHI/PII compliance.

Responsibilities

In this role, you will support both administrative and communications work for Planning Council activities. Duties include coordinating meetings, maintaining records, assisting with outreach, and helping manage digital communication channels.

• Support Planning Council meetings, events, outreach efforts, and related activities in both on-site and off-site settings
• Arrange meeting details such as scheduling, calendars, room or setup coordination, attendance logs, and preparation of materials
• Capture, transcribe, and share accurate meeting minutes
• Keep Planning Council support files and records well organized and up to date
• Handle incoming communications and route them appropriately
• Maintain and update the member database
• Plan, write, and monitor social media content in line with established guidelines
• Help shape and carry out a digital engagement plan across social media, email, newsletters, texting, and the website
• Track supplies, inventory, and equipment for events and operations
• Support annual Data Presentation, Priority Setting, and Resource Allocation activities
• Step in to assist the broader Planning Council Support team when needed
• Protect sensitive information and follow privacy and confidentiality rules
• Complete additional tasks as assigned

Requirements

Applicants should bring a mix of administrative experience, communication skills, and comfort working with digital tools. Experience in health-related or community-focused environments is a plus.

• High school diploma or equivalent
• At least 1 year of administrative experience preferred
• Prior social media management experience is required
• Familiarity with website management is preferred
• Background working with HIV/AIDS-focused organizations is preferred
• Strong working knowledge of Microsoft Office
• Ability to produce accurate, concise meeting minutes
• Good customer service skills
• Clear written and verbal communication abilities
• Strong attention to detail and accuracy
• Comfort managing multiple priorities in a busy environment
• Ability to work independently with limited supervision
• Presentation skills and confidence speaking with varied audiences
• A private, quiet, and confidential workspace for remote work
• Reliable, secure, high-speed internet access

Additional information

This assignment is intended to move from temporary to hire. Because the position involves sensitive information, work-from-home expectations include having a secure and private environment at home.

Confidentiality and compliance

The role requires careful handling of confidential data and adherence to privacy obligations, including HIPAA and the protection of PHI and PII.