Administrative Assistant

Job Description

Job Description

Reports to: VP of Programs  

FLSA status: Full-time, Non-exempt 

Salary Start: $19/hour Depending on Expierence

  Work Location: On-site 

*All team members are expected to learn and operate within EOS™ (Entrepreneurial Operating System) accountability principles and the Easterseals & Goodwill Industries International (GII) Donated Goods Retail (DGR) operating model.

  Direct Reports : 

N/A

Seat Purpose :

The Administrative Assistant at Easterseals Goodwill ND Inc. (ESGWND) will assist the leadership team and program coordinators in maintaining efficient and   well-organized regional offices.

Core Accountabilities : 

Administrative & Operational Support

• Support leadership with calendars, schedules, travel, accommodations, and communications.
• Draft emails, memos, reports, and other correspondence.
• Prepare meeting materials and compile meeting minutes.
• File and retrieve corporate records, documents, and reports.
• Coordinate maintenance of office equipment and systems.
• Perform other assigned administrative duties.
• Manage office communications and support organizational goals through professional customer service. 

Office Coordination, Customer Service & Resource Management

• Welcome visitors and direct them appropriately.
• Monitor office entrances, phones, and general inquiries.
• Maintain exceptional customer service standards.
• Manage incoming and outgoing mail and correspondence.
• Order, receive, distribute, and inventory office supplies, equipment, and forms.
• Maintain accurate postage and inventory records.

Meeting, Training & Workforce Support

• Schedule and coordinate meetings, trainings, onboarding activities, and related logistics.
• Arrange travel, lodging, materials, and catering as needed.
• Support new hire onboarding paperwork and documentation.
• Track and maintain staff training records and required documentation.
• Verify annual employee credentials, including driver's licenses, insurance, and other required licensures.
• Communicate with employees and leadership to ensure timely completion of workforce requirements.

Records Management, Compliance & Mission Stewardship

• Maintain confidentiality and safeguard sensitive information.
• Administer records management systems in accordance with retention requirements and organizational policies.
• Oversee record control, storage, retrieval, and purge processes.
• Ensure documentation is accurate, complete, and readily accessible.
• Promote and support ESGWND's Mission, Vision, and Values.
• Demonstrate commitment to helping individuals lead lives of equality, dignity, and independence.

Key Metrics :

Administrative & Operational Support

• Provides comprehensive administrative support and ensures efficient day-to-day office operations.

Office Coordination, Customer Service & Resource Management

• Ensures a professional, welcoming, and organized office environment while maintaining supplies and resources.

Meeting, Training & Workforce Support

• Coordinates organizational events and supports employee onboarding, compliance, and training processes

Records Management, Compliance & Mission Stewardship

• Maintains organizational records, protects confidential information, and promotes ESGWND's mission and values.

Required Qualifications :

• High school degree / GED
• Basic safety and first aid knowledge preferred.

Work Environment & Physical Requirements : 

• Communicate both in person and by telephone
• Use hands and fingers to handle, feel, or operate standard office equipment
• Reach with hands and arms
• Lift up to 25 pounds
• Vision abilities include close and distant focus
• Noise level is typically moderate; may on occasion be exposed to loud sounds and distracting noise levels
• Must have the ability to drive throughout the state

Organizational Resources Provided : 

• Access to desktop
• Phone line  

Employee Requirements for the Role : 

• Ability to follow all ESGWND’s policies and procedures and safety standards.
• Ability to solve problems independently while working in a fast-paced team environment.
• Maintain all required training and ensure all documentation is completed accurately. 
• Ability to follow written, oral, or visual instructions with good judgment.
• Strong communication, teamwork, and problem-solving skills.
• Ability to work efficiently in a fast-paced environment.
• Interact effectively with individuals from a variety of backgrounds.
• Valid driver’s license and proof of insurance required when operating an ESGWND vehicle or personal vehicle for company business.

Equal Opportunity Employer

Easterseals Goodwill North Dakota is an equal opportunity employer committed to creating an inclusive workplace.