Administrative Assistant

Job Description

Job Description

Summary : The main purpose of position is to provide administrative support to the Leadership staff, ensuring efficient office operations. This is a full-time onsite position Monday-Friday day hours 40 hours per week. Desired qualifications include a bachelor's degree along with 3-5 years of administrative assistant work. Additional years of experience will be considered in lieu of degree. Comprehensive benefits including health, dental and vision insurance options, life insurance, employer matching retirement account, paid vacation, sick and safe time and flexible holiday hours.

Essential Duties and Responsibilities :

1. Demonstrate commitment to the agency’s mission statement, core values and culture of diversity, equity, inclusion and belonging. The mission statement is “360 Communities delivers safety and stability that improves lives.”

2. Board and Board Committee Support

• Manage board files and document repositories to ensure accuracy and accessibility.
• Coordinate calendaring and provide comprehensive meeting logistics support.
• Record, finalize, and archive meeting minutes in a timely manner.
• Maintain up-to-date board and committee rosters.
• Draft, track reviews, and coordinate approvals for board policies.
• Plan and coordinate board member orientation and onboarding.
• Prepare and distribute communications, including agendas, meeting materials, information letters, and action item follow-ups.

1. Meeting Management

• Lead end-to-end meeting logistics: calendaring, securing locations or virtual links, preparing materials, agenda support, presentation coordination, documentation/minutes, action follow-up, and food/refreshments.
• Coordinate Board and Committee meetings.
• Coordinate Leadership Team and Extended Leadership Team meetings.
• Coordinate All-Staff meetings and events.
• Coordinate reflective practice group sessions.

1. Human Resources Team Support

• Maintain the organization chart and staff directory.
• Coordinate orientation process, including new-hire agency overview and quarterly onboarding.
• Support policy maintenance and distribution.
• Coordinate Years of Service recognition activities.

1. Marketing and Communications Support

• Manage requests for name badges, business cards, and related collateral.
• Coordinate and administer the organization’s merchandise store.

1. Development and Fundraising Support

• Serve as Bloomerang backup administrator/user.
• Perform accurate and timely data entry and data hygiene tasks.
• Support donor stewardship activities, including thank-you acknowledgments.

1. Office Operations

• Manage office supplies procurement and inventory.
• Monitor and maintain break room supplies and upkeep.
• Process and distribute daily mail.
• Coordinate building maintenance and service requests.

1. Records Management

• Implement record retention schedules and lead periodic records cleanup initiatives.

1. Compliance and Accreditation

• Coordinate the Charities Review Council application process and related documentation.

1. Contracts and Agreements

• Coordinate agreements and contracts, including routing, tracking, and filing; support reviews and signatures.

1. Community Engagement

• Manage and respond to community tabling requests, including scheduling, materials, and staffing coordination.

1. Support project assigned by supervisor.

1. Perform additional duties as assigned

Qualifications

Education and/or Experience:

• 3-5 years related experience required. Bachelor’s degree preferred, but experience in lieu of degree will be considered
• Proficiency of Microsoft Word, Excel, Power Point, google drive applications, use of database systems and graphics.
• Bi-lingual in Spanish is a plus.

Equal Opportunity Employer