Administrative Assistant/Office Manager

Job Description

Job Description

Administrative Assistant/Office Manager

Basic Function:

To provide administrative support to both executive level management and staff while also managing day-to-day operations. This individual will interact with Executive Director and small staff on a daily basis. We're looking for someone who is flexible and energetic with strong interpersonal qualities. The individual must be highly organized and able to work independently while processing multiple priorities.

Key Responsibilities:

Reception duties including answering and directing telephone calls, developing and maintaining a contact network, greeting guests with professionalism, and notifying employees of visitors

Data entry of invoices into the accounting system

Maintain stock supply areas for office supplies, kitchen, etc.
Sign for and ship packages, and order couriers as needed
Distribute mail and maintain general office email account

Coordinate and maintain calendar of the office
Draft minutes to both official board and committee meetings, and staff meetings

Filing of manual documents and electronic documents

Preparation of packages for board members

Schedule and maintain conference rooms and meetings
Handle multiple projects and work in a fast paced environment in a timely manner

Become familiar with office technology and service requirements

Maintenance and organization of office

Maintain website; post documents and information as needed

Perform other office duties when assigned, including but not limited to assisting with research, presentations, documents and preparation of spreadsheets

Minimum Qualifications:

Associate’s degree or higher and 3-5 years of experience as an administrative assistant and/or office manager or high school degree with 5-7 years of experience

Strong organization and time management skills; attention to detail is necessary

High level of professionalism, discretion, and sound judgment

Excellent written and verbal communication skills

Candidate must be proficient in Microsoft Office Suite

The candidate must have excellent written and verbal communication skills. 

Bookkeeping or accounting background is preferred but not necessary

Must be comfortable with technology

Comfortable working in a hybrid environment with both in-office and remote responsibilities