Administrative Assistant

Job Summary: The Administrative Assistant is responsible for the coordination, and management of schedules, activities, and providing administrative support.

Essential Job Functions:

  • Ability to manage a calendar and independently schedule appointments.
  • Ability to screen incoming calls and from staff, media, community and business leaders and correspondence and responds accordingly under the direction of leadership when possible.
  • Ability to prepare memorandums outlining and explaining communication procedures and policies to internal staff.
  • Ability to organize programs, events, meetings or briefings by arranging for facilities and caterers, issuing information or invitations, coordinating speakers and controlling event budget.
  • Prepares agendas, notices, minutes for meetings.
  • Ability to perform research and analytical analysis.
  • May assist with arranging complex and detailed travel plans and itineraries, compiles documents for travel-related meetings for the department.
  • Ability to represent the department in staff meetings and other functions when management is unable to attend.
  • Must be able to reconcile and track EPO’s, billing and contracts, if needed.
  • Take and transcribe dictation and compose and prepares confidential correspondence, reports and other complex documents.
  • Performs complex and confidential secretarial functions including developing and typing taped dictation or written correspondence.
  • Responds to routine external correspondence.
  • Prepares expense reports and reimbursements.

Minimum Qualifications:

  • 2-4 years clerical experience in a fast-past office environment
  • Strong Microsoft Office Skills, testing will be required!
  • Knowledge in MS Projects
  • Exposure to a networked environment using a Windows and /or Windows like interface, proficient use of Microsoft office suite such as Outlook, Word, Excel, Power Point and Access; ability to use Enterprise – wide information systems.
  • Knowledge and experience working with for non-profits organizations required.
  • Superior communication skills, both written and oral.
  • Strong interpersonal skills.
  • Ability to work effectively with all levels of employees.
  • Skill in written and oral communication.
  • Ability to identify and resolve problems involving several concrete variables in standardized situations in a timely manner, gather and analyze information skillfully and maintain confidentiality.
  • Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
  • Ability to work with speed and accuracy.
  • Ability to handle multiple job tasks and meet strict deadlines.

Demonstrated Abilities:

  • Demonstrated ability to effectively communicate with all levels of internal and external customers both written and verbally.
  • Demonstrated ability in presentations, writing, and communication.
  • Ability to work on a number of projects simultaneously.
  • Ability to maintain confidentiality of all corporate, personnel and research matters including correspondence, reports, and other documents.
  • Ability to create and maintain database and spreadsheet files.
  • Ability to arrange complex and detail travel plans and itineraries, compiles documents for travel-related meetings, and accompanies executive director when requested.
  • Demonstrated ability to be flexible and adapt to changing priorities and assignments.
  • Performs other related duties as assigned.