In this role, the Administrative Assistant must be experienced in handling a wide range of administrative and support related tasks This person must be exceedingly well organized and flexible working in a fast-paced environment, sometimes under pressure. Flexible, proactive, resourceful and efficient, with a high level of professionalism. This person will report directly to the Executive Director.
General Duties/Responsibilities:
(May include but are not limited to)
-
Supports setting up meetings, agendas, including coordination of complex executive meetings including zoom meetings.
-
Supports in maintaining executive calendars.
-
Assist with screening phone calls and visitors.
-
Prepare, track & file business expense reports and personal expenses.
-
Assist with Excel Spreadsheet preparation.
-
Assist with Power Point Presentations.
-
Provides administrative support to ensure efficient operation of the office
-
Assist staff from other offices that need help in ordering supplies/ postage and scheduling meetings.
-
Assist IT department ordering supplies and/or equipment.
-
Assists in staff meeting planning including food and decorations when requested.
-
Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
-
Exhibits polite and professional communication via phone, e-mail, and mail.
-
Supports team by performing tasks related to organization and strong communication.
-
Provides information by answering questions and requests.
-
Contributes to team effort by accomplishing related results as needed.
-
Perform special assignments as directed by Executive Director.
-
Other duties as assigned.
Work Environment:
The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Essential Physical Functions:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. While performing the duties of this job, the employee is regularly required to talk or hear.
2. The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
3. The employee frequently lifts and/or moves up to 10 pounds.
4. Specific vision abilities required by this job include close vision and the ability to adjust focus.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
-
At least two years’ experience at the assistant level
-
Expert level written and verbal communication skills
-
Ability to maintain confidentiality
-
Ability to maintain consistent follow up
-
Excellent attention to detail
-
Excellent Microsoft Word, Excel, PowerPoint capabilities
-
Excellent with Apple/Macintosh operating system is preferred