Administrative Assistant - Shareholder Services (Temporary)

Cape Fox Shared Services (CFSS) is seeking an experienced Administrative Assistant (AA) to work in the Cape Fox Corporation (CFC) Corporate office. The AA will provide full-time, temporary coverage from approximately April 1 - August 31, 2026. The Administrative Assistant will manage and perform clerical tasks, answer phones, and sort/distribute mail. The AA will need to exercise sound decision making and work independently when needed.The Administrative Assistant provides administrative coordination and operational support for the Shareholder Services department at the Joseph C. Williams (JCW) building by overseeing front-facing administrative functions, coordinating front office workflows, and ensuring accuracy, compliance, and audit readiness of departmental activities. This role exercises independent judgement in prioritizing administrative needs, coordinating communications and supporting the efficient operation of daily departmental functions. This administrative assistant position is accountable for administrative outcomes and functions with minimal supervision. This role will also greet and direct visitors, manage communications, schedule appointments, and prepare documents. This position will provide administrative support for the CFC Board of Directors meetings and shareholder events, including communication with shareholders, preparation of meeting materials, and coordination of meeting logistics in accordance with the CFC Bylaws.

Work will mainly be conducted in an office environment while occasionally going offsite to prepare for corporate events. Occasional work on weekends and at night is required. Office hours are 8:00 a.m. - 5:00 p.m. each day, with a lunch hour from 12:00 p.m. - 1:00 p.m.

The annual salary equivalent for this exempt position is: $54,096.

The above salary range represents the company's good faith and reasonable estimate of possible compensation at the time of posting. In addition, we offer a variety of benefits, including company holidays, paid time off, health insurance, dental insurance, vision insurance, life and disability insurance, tuition reimbursement, as well as a 401K with company match. This job will be posted until filled or withdrawn.

• Oversee front-facing administrative functions for the Shareholder Services Department, ensuring professional, respectful, and effective interactions with shareholders, visitors, and guests.
• Coordinate the intake, routing, and resolution of in-person, phone, and email inquiries, exercising discretion to determine appropriate handling and escalation.
• Manage administrative workflows related to communications, scheduling, records, and documentation to support efficient departmental operations.
• Coordinate incoming and outgoing mail and correspondence in accordance with established procedures and compliance requirements.
• Maintain oversight of office organization, cleanliness standards, and administrative readiness of the workspace.
• Coordinate scheduling frameworks for appointments, meetings, and calendars to support staff availability and service delivery.
• Prepare, format, review and distribute correspondence and documents in support of departmental operations.
• Oversee filing and records management systems, both physical and electronic, to ensure accuracy, confidentiality, and audit readiness.
• Perform and monitor data integrity activities related to administrative records and basic reporting.
• Coordinate office supply and inventory needs, including monitoring usage and initiating orders as necessary.
• Coordinate meeting logistics, including room setup, materials for preparation, and administrative support for meetings and events.
• Coordinate detailed travel arrangements and scheduling support for Shareholder Services staff in alignment with department needs.
• Support administrative reporting and tracking activities by compiling, organizing, and reviewing information for leadership.
• Ensure confidentiality and appropriate handling of sensitive shareholder and organizational information.
• Follow and apply established policies, procedures, and office protocols, exercising judgement when addressing non-routine situations.
• Provide administrative coordination and support to leadership and staff to ensure continuity of operations.