Position Title: Admin Asst
POSITION SUMMARY The Administrative Assistant supports the President and senior staff by performing clerical tasks, managing schedules, organizing files, and assisting with various administrative duties to ensure the smooth operation of the office.
ESSENTIAL FUNCTIONS - Manage and organize the President's meeting schedule, including scheduling, note-taking, and coordinating attendance and agendas with all participants as requested.
- Track and follow up on tasks resulting from the President's meetings, ensuring timely completion.
- Schedule Quarterly Board of Directors meetings and prepare detailed minutes.
- Handle email correspondence, responding to requests and composing letters as needed by executive staff.
- Monitor major project progress by creating outlines and ensuring deadlines are met by all involved employees.
- Prepare reports, presentations, and other correspondence.
- Handle confidential information with discretion, prioritize, and manage incoming communications, including emails and phone calls.
- Arrange travel for senior staff as requested.
- Greet and assist visitors to the office.
- Coordinate office events and meetings.
- Order and manage office supplies as needed.
- Organize and manage management reports as requested.
- Adhere to health, safety, and security protocols, reporting unsafe conditions and using materials and equipment appropriately.
- Perform other duties as necessary to support the President and organization's needs.
SKILLS - Strong administrative writing, reporting, scheduling, and organizational skills, with excellent time management and presentation abilities.
- Proficient in Microsoft Office Suite.
- Exceptional organizational skills and ability to manage time effectively.
- High attention to detail and strong problem-solving skills.
- Ability to interpret and follow various types of instructions, including written, verbal, diagrammatic, or scheduled formats.
ATTRIBUTES - Problem Solving - gathers and analyzes information skillfully.
- Interpersonal - Maintains confidentiality.
- Oral Communication - Speaks clearly and persuasively in positive or negative situations.
- Team Work - Gives and welcomes feedback; Contributes to building a positive team spirit.
- Written Communication - Writes clearly and informatively; edits work for spelling and grammar; Able to read and interpret written information.
- Organizational Support - Completes administrative tasks correctly and on time; Supports organization's goals and values.
- Adaptability - Able to deal with frequent change, delays, or unexpected events.
- Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently.
- Professionalism - Treats others with respect and consideration
EDUCATION/EXPERIENCE Associates or Bachelor's degree preferred.
Proven experience as an administrative assistant or in a related role.
PHYSICAL REQUIREMENTS Must occasionally lift and/or move up to 10 pounds
Regularly required to sit, speak, and listen; occasionally required to stand, walk, stoop, kneel, crouch or crawl.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT The noise level in the work environment is usually moderate.
NOTE: This job description is not intended to be all-inclusive.