Administrative Assistant

CETIP Administrative Assistant

The Cannabis Enforcement and Teen Intervention Project (CETIP) Administrative Assistant will ensure the efficient day-to-day operation of the office and support the work of management and other staff.

Administrative Assistants should demonstrate competence in some or all of the following:

• Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and align with the values of the organization.
• Build Relationships: Establish and maintain positive working relationships with others both internally and externally, to achieve the goals of the organization.
• Communicate Effectively: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques.
• Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Make Decisions: Assess situations to determine the importance, urgency, and risks, and make clear and timely decisions in the best interests of the organization.
• Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
• Plan: Determine strategies to move the organization forward, set goals, create and implement action plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

CETIP Administrative Assistant will perform a wide range of duties, including some or all of the following:

Reception:

• Answer general phone inquiries using a professional and courteous manner
• Direct phone inquiries to the appropriate staff members
• Reply to general information requests with accurate information
• Greet members/parents/clients/suppliers/visitors to the organization in a professional and friendly manner

Office Administration:

• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and deliveries for distribution to appropriate staff
• Maintain the photocopier with paper at all times
• Prepare and send outgoing faxes and mail
• Forward incoming general e-mails to the appropriate staff member
• Receive and store the office supplies, ensuring that basic supplies are always available
• Maintain the office supplies closet clean and organized
• Code and file material according to the established procedures
• Update and ensure the accuracy of the organization's databases
• Provide secretarial and administrative support to management and other staff
• Make travel, meeting, and other arrangements for staff
• Coordinate the maintenance of office equipment

Provide Support:

• With the CETIP Director, prepare meeting agendas and supporting materials for distribution
• Ensure the timely distribution of materials to staff
• Support the CETIP Director with meetings and other arrangements
• Draft minutes during staff meetings