Administrative Assistant

Administrative Support

Provides administrative support for Director level positions through the appropriate use of technology and/or other tools. Assists with the day-to-day operations of the department and provides excellent customer service. Exhibits initiative, ability to multi-task and knowledge to meet deadlines, handle multiple priorities, and build trust and credibility with leadership team.

Essential Functions

• Utilizes the appropriate technology and software application to maximize efficiency and effectiveness of department workload including timekeeping editing, managing SharePoint pages, and processing invoices.
• Greets and communicates in a manner consistent with the organization's core values, and follows established policies for confidentiality. Answers telephone, takes messages, welcomes visitors and provides/relays information in a manner consistent with hospitality standards. Uses problem solving and marketing skills to communicate in a position of high visibility.
• Independently composes original correspondence, prepares and disseminates meeting agendas, minutes and supplementary materials as needed, and updating websites with minutes, meeting information, board members, etc.
• Performs/coordinates office duties such as sorting/distributing mail, copying, filing, faxing, completing forms, and ordering/maintaining equipment/supplies.
• Schedules meetings, appointments, and manages calendars for directors. Uses independent judgments regarding priorities/rescheduling and initiating communication and activities in order to ensure an efficient calendar of events. Arranges for meetings and makes travel arrangements as needed.
• Collects, compiles and prepares data for analysis and develops systems that facilitate tracking of data. Independently maintains accountability for completion of assigned projects.
• Ensures confidentiality of all sensitive information, data, and communications in order to protect privacy, maintain confidentiality and protect the organization.

Qualifications

• Required Associate's Degree or equivalent business, office administration, secretarial science, or related field
• Preferred Bachelor's Degree related field
• 3 years of relevant experience Secretarial or administrative support Required