Now Hiring: Administrative Assistant

TITLE: Administrative Assistant
REPORTS TO: CEO
Job Level/Status: Hourly  

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PURPOSE

Provides direct administrative support to the CEO and other staff as necessary.

RESPONSIBILITIES

  • Supports the CEO in all secretarial and administrative matters, as needed and as assigned.
  • Attends All meetings of the Board and Executive Committee as well as other committees as assigned to take minutes.
  • Schedules meetings and interoffice spaces; Provides additional scheduling for the CEO such as phone calls, outside meetings, etc.
  • Provides meeting preparation (RSVP, notices, reminders, materials) and room set-up/clean-up.
  • Uses post office’s Intelligent Mail services for bulk item mailings several times per year
  • Participate in the training and support of new employees as needed.
  • Completes special assignments and projects as needed.
  • General office responsibilities as needed.
  • Go to person for office maintenance. Works with American Cancer Society (our landlord) for all building items needing attention.
  • Prepares monthly kitchen duty calendars and schedules staff in Outlook
  • Responsible for acknowledging staff birthdays by distributing cards for signature
  • Track expenses and prepare monthly expense reports
  • Request price quotes from vendors for various items
  • Event Organization (Annual Meeting, Board Retreats, various recognition/celebration events)
  • Updates internal phone list and distributes as needed
  • Maintains all official governance records of the organization
  • Maintains Board and committee rosters
  • Maintains and updates contact information for the CEO

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

  • Highly proficient in computer skills – Internet, MS Office Suite.
  • Experience with mail merge/large mailings
  • Previous experience in administrative support.
  • Experience in taking & writing minutes.
  • Bachelor’s preferred.
  • High attention to detail.

MINIMUM REQUIREMENTS

Education Level: Junior college/two-year college training

Job Related/Industry Experience: 3 to 5 years

WORK ENVIRONMENT

Working outside of regular work hours on occasion; lifting up to 25 lbs.