Administrative Assistant

Role Overview

• Functions as the office manager in charge of ordering supplies, maintaining inventory, requesting equipment maintenance and repair, and other day-to-day operations.
• Prepares and maintains schedule of solicitations.
• Processes and records contributions by donor and by the size of the contribution.
• Updates and manages an accurate, neat, orderly, electronic filing system from which files can be easily retrieved by all staff; updates and records on an ongoing basis.
• Checks records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies/procedures; corrects minor discrepancies and errors independently and brings to the attention of appropriate management.
• Prepares and handles routine correspondence, including confidential matters, and treats appropriately.
• Answers the phone by the third ring and screens and directs incoming calls to appropriate personnel, preparing clear and accurate messages if not available.
• Greets and receives visitors and guides to appropriate area or person.
• Coordinates appointments and assists in managing schedules and conference calls.
• Arranges meetings, prepares agendas and/or other materials, including the mailing of notices and materials; reserves and prepares facilities, and records and transcribes minutes of meetings as needed.
• Receives, opens, dates, processes and distributes incoming correspondence to department staff; coordinates outgoing mailing, receives, and processes responses as needed.
• Creates mail merges for mass mailings, types, edits, proofreads and formats documents, spreadsheets, presentations, forms, reports, policies and procedures, and administrative material with a high degree of speed and accuracy.
• Assists in maintaining donor records and tracking outreach.
• Assists with proposal submissions, donor campaign mailings and materials, and contact lists.
• Proofreads reports, presentation materials, and business letters including labels and envelopes for grammar, punctuation, and spelling errors.
• Prepares e-mails, faxes, e-blasts, routine correspondence and periodic reports on the basis of general instructions.
• Obtains necessary signatures/approvals for outgoing communications, and assures the transmittal of accurate data and information both internally and externally.
• Designs and creates new documents in accordance with requests and policies for appropriate review.
• Suggests new procedures to improve operating efficiency.
• Maintains and updates contact files.
• Arranges and confirms staff travel including accommodations, travel, and car rentals.
• Supports and serves as a liaison to other offices/functions as necessary; is cross-trained in other functions.
• Coordinates the acknowledgement process.
• Prepares invoices and expense reports for approval and payment.
• Participates in routine department and staff meetings.
• Performs special projects and assignments and support staff as directed by management.
• Maintains an appropriate, professional appearance, and keeps a neat and clean working station at all times; displays tact and a positive, courteous demeanor at all times, which is critical to successfully interacting with high profile corporations and representing the organization.
• Performs other duties as requested.

Requirements

• High school diploma required; college experience strongly desired
• 3-5 years administrative assistance/secretarial experience is required
• Knowledge of O365 with intermediate to advanced knowledge in Word and Excel
• Proficiency in mail mergers and correcting source or cell errors
• Proficiency in the manipulation of Excel formulas
• Excellent phone etiquette; strong organizational, interpersonal and listening skills
• Ability to work under pressure, in a fast paced, deadline-oriented environment, with a high level of professionalism and confidentiality
• Must have experience with complex scheduling and calendar management
• Must have the ability to prioritize and manage multiple projects simultaneously and complete them in a timely manner
• Must display initiative and the ability to work well independently and demonstrate exceptional customer service skills
• Must be a self-starter, cooperative, and work well in a group.

Benefits

• Medical, Dental & Vision
• Vacation, Sick & Personal Leave
• Life Insurance (Basic & Optional)
• Flex Spending Accounts
• 403(b) Retirement Account
• Holiday Savings Plan
• Annual Success Sharing