Administrative Assistant

The Administrative Assistant will perform daily clerical work and support assigned staff with department projects, data management, and other general office duties. In addition, this position provides logistical assistance for various meetings and events.

TASKS & RESPONSIBILITIES:
Provides administrative support to assigned team members, which includes scheduling, meeting coordination, material preparation, data entry, making travel arrangements, processing expense reporting, and other general administrative tasks.
Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for internal customers as well as external stakeholders and groups.
Identifies scheduling conflicts and provides regular scheduling updates to the team during weekly team meetings.
Manages Outlook calendar appointments for the Director and team, including invitations for all Collaborative Action Networks, Leadership Table, Executive Committee, Data Team, and Communication Team.
Coordinates meeting and event registration and logistics, which includes securing space, arranging for food refreshments, preparing materials, and confirming participant reservations and attendance.
Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, reports, etc.) to communicate information and/or create documentation in paper and/or electronic format. Uploads all documents in the Google folder and manages the organization of the folder.
Maintains up-to-date records, which include files, contact lists, and database entries (e.g. CRM)
Participates in event planning as required.
Provides support in managing the company’s social media posts on various platforms as assigned.
Answers and directs phone calls; prepares mailings and packages for delivery.
Provides general support to visitors.

KNOWLEDGE/SKILLS/ABILITIES:
Ability to support the mission, vision, and values of the company and abide by applicable standards of conduct, policies, and procedures.
Ability to interact effectively with people from diverse backgrounds.
Ability to communicate effectively, verbally and in writing.
Ability to problem-solve issues.
Proficient in Microsoft Office Suite applications (i.e., Word, Excel, PowerPoint, Outlook specifically), and database uses.
Must be honest, dependable, and able to meet deadlines.
Must be organized and able to handle multiple tasks.
Self-motivated and able to work independently.

WORK ENVIRONMENT & CONDITIONS:
• Sitting most of the time with some bending and reaching.
• Standing, walking, and bending periodically.
• Engaging in repetitive movements of wrists, hands, and fingers – typing and/or writing.
• Working frequently at close visual range (i.e. preparing and analyzing data and figures, transcription, computer terminal, extensive reading).
• Receiving and responding to oral communication.
• Exerting up to 20 - 40 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.
• Work is generally performed in an office environment Job Specifications
• Office space is an open-concept environment (no offices).
• Moderate noise (examples: business office with computers and printers, light traffic, human voices).
• Standard office equipment generally used, including:
• Telephone
• Personal Computer (keyboard and mouse)
• Printer
• Photocopy Machine

EDUCATION & FORMAL TRAINING:
High school diploma, GED, or HSED with some advanced training or education in administrative functions required; an Associate’s Degree or higher and previous experience working in a fast-paced environment preferred.

EXPERIENCE:
Three (3) or more years of experience in administrative roles required; customer service experience preferred.
Willingness to accommodate requests for support outside of regular business hours on occasion, with appropriate notice.