>>> Office Clerk/Assistant to Director <<<

Job Description

Job Description

Benefits/Perks

• Competitive Compensation
• Great Work Environment
• Career Advancement Opportunities

Job Summary

We are seeking an Office Clerk/Assistant to join our team! As an Office Clerk, you will answer the phones, direct calls, and handle customer questions. You will also be filing paperwork, making copies, faxing documents, and mailing information out to customers, as needed. The ideal candidate has excellent customer service skills, experience working in an office environment, and strong organizational skills.

The Office Clerk/Assistant to the Executive Director will directly report to and support the Executive Director, handling a wide range of administrative tasks and ensuring smooth office operations. This position requires a proactive individual with exceptional attention to detail, strong communication skills, and the ability to maintain confidentiality.

Responsibilities:

• Direct Executive Support:
  • Manage and maintain the Executive Director's complex calendar, scheduling appointments, and coordinating meetings.
  • Prepare and organize documents, presentations, reports, and correspondence for the Executive Director.
  • Handle and prioritize incoming and outgoing communications, including emails, phone calls, and mail.
  • Arrange and coordinate travel itineraries, accommodations, and related logistics.
  • Prepare meeting agendas, take and distribute meeting minutes, and track action items.
  • Screen and prioritize communications to the Executive Director.

• Office Administration:
  • Maintain organized filing systems, both physical and electronic.
  • Manage office supplies and inventory, placing orders as needed.
  • Greet and assist visitors, ensuring a professional and welcoming environment.
  • Answer and direct phone calls, providing accurate information and handling inquiries.
  • Process incoming and outgoing mail and packages.
  • Assist with data entry, record keeping, and database management.
  • Coordinate office events and meetings, including logistics and preparation.

Confidentiality and Discretion:  

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain confidentiality regarding organizational matters and executive communications.

• Other Duties:
  • Assist with special projects and other administrative tasks as assigned by the Executive Director.
  • Assist with basic book keeping.

Qualifications:

• High school diploma or equivalent required; associate's or bachelor's degree preferred.
• Proven experience in an administrative support role, preferably supporting senior management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Exceptional attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Experience with basic book keeping is a plus.
• Demonstrated ability to maintain confidentiality.

Skills:

• Calendar management and scheduling
• Meeting coordination and minute taking
• Document preparation and editing
• Communication and interpersonal skills
• Data entry and record keeping
• Filing and organization
• Customer service and phone etiquette
• Problem-solving and decision-making
• Basic bookkeeping.