Administrative Assistant

Administrative Assistant

The Administrative Assistant provides administrative and operational support to the Executive Director, Leadership Team, and various departments. This position ensures the efficient day-to-day operation of the office by coordinating administrative functions, managing communications, supporting meetings and events, and maintaining confidentiality.

Position Duties:

• Greet visitors, receive packages and deliveries, and provide reception coverage as needed.
• Manage complex calendars including scheduling meetings, appointments, and conference calls while proactively resolving scheduling conflicts and prioritizing competing demands.
• Prepare meeting agendas and record meeting minutes in the absence of the Executive Assistant.
• Provide administrative and secretarial support to the Executive Director, Associate Executive Director, and members of the Leadership Team.
• Coordinate catering, vendor arrangements, and logistics for agency meetings and events.
• Maintain office supply inventory and order supplies as needed.
• Distribute incoming mail to the appropriate staff members.
• Maintain the confidentiality of sensitive agency, employee, and organizational information.
• Assist with planning and coordinating agency events.
• Provide administrative support to other departments and assist with special projects as assigned.
• Perform data entry and maintain accurate electronic and paper records.
• Prepare and process purchase orders, expense reports, and other administrative documentation.
• Obtain vendor quotes and assist with vendor relationships and purchasing activities.
• Return phone calls and emails on behalf of the Executive Director or the organization, as appropriate.
• File, organize, and maintain electronic and physical documents.
• Work with the Information Technology department to report and help resolve technology-related issues.
• Provide administrative support to the Human Resources department as needed.
• Prolonged periods of sitting, standing, and walking.
• Ability to lift and carry office supplies and packages weighing up to 25 pounds.
• Ability to operate standard office equipment, including computers, printers, copiers, and telephones.
• Coordinate all travel arrangements for executive leadership, including airfare, hotel accommodations, ground transportation, conference registrations, and detailed travel itineraries.
• Serve as a liaison between executive leadership and departments, facilitating effective communication, collaboration, and follow-through on organizational priorities.
• Coordinate and monitor requests from various departments on behalf of executive leadership, ensuring timely responses, appropriate follow-up, and successful completion of assigned tasks.
• Handle highly confidential and sensitive information with the utmost discretion, maintaining strict confidentiality regarding organizational, personnel, financial, and strategic matters.
• Maintain executive files, correspondence, and records in an organized and secure manner, ensuring compliance with organizational policies regarding confidentiality and document retention.
• Track deadlines, follow up on action items, and ensure timely completion of executive priorities and organizational initiatives.
• Perform other duties and responsibilities as assigned.

Requirements:

• High school diploma or equivalent required; Associate's degree preferred.
• Minimum of two years of administrative or office support experience, preferably in a nonprofit or healthcare setting.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and other office technology.
• Excellent verbal and written communication skills.
• Strong organizational, time management, and multitasking abilities.
• Ability to maintain confidentiality and exercise sound judgment.
• Strong customer service and interpersonal skills.
• Ability to work independently while collaborating effectively with a team.
• Minimum three years secretarial/administrative assistant experience.