FULL-TIME ADMINISTRATIVE PROFESSIONAL

Administrative Assistant

Type of Position Full time

The Administrative Assistant provides administrative and operational support to the Executive Director, Leadership Team, and various departments.

Shift Worked:

Position Summary: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.• Provide administrative and secretarial support to the Executive Director, Associate Executive Director, and members of the Leadership Team.• Maintain office supply inventory and order supplies as needed.• 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.• 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.• 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. • Handle highly confidential and sensitive information with the utmost discretion, maintaining strict confidentiality regarding organizational, personnel, financial, and strategic matters. (replace #8)• Maintain executive files, correspondence, and records in an organized and secure manner, ensuring compliance with organizational policies regarding confidentiality and document retention.• Requirements:• High school diploma or equivalent required; 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.• Strong customer service and interpersonal skills.• Minimum three years secretarial/administrative assistant experience.