Administrative Assistant

Department / Classification: Administrative / Non-Exempt; Non-Union
Reports To: Chief Executive Officer
Supervises: None

GENERAL JOB DESCRIPTION

Under the direct supervision of the CEO, this position provides administrative and secretarial support for the CEO, Board of Directors, and Executive Team. In addition to typing, filing, and scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies, and working on special projects. Also, answers non‐routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload.

DUTIES & RESPONSIBILITIES

• Provides general administrative and clerical support, including but not limited to mailing, scanning, faxing, and copying to the CEO, Board of Directors, and Executive Team.
• Maintain an electronic and physical filing system in an organized and efficient manner.
• Maintains records retention policy and adherence to the policy across all levels of the organization
• Open, sort, and distribute incoming correspondence with a high level of confidentiality.
• Manage general Outlook calendars for the CEO, Board of Directors, and Executive Team.
• Transcribe and distribute monthly board meeting minutes (including committee minutes).
• Partner with the CEO and Executive Team to prepare monthly board packets.
• Maintain inventory of general office supplies for the entire organization.
• Schedule and coordinate meetings, appointments, and travel arrangements for the CEO, Board of Directors, and Executive Team.
• Answer inbound calls from the public and take detailed messages when the CEO is not available.
• Track and record correspondence with donors in the fundraising database.
• Prepare and modify documents, including written correspondence, reports, drafts, memos, and emails.
• Willingly and cooperatively perform other duties as assigned by the Chief Executive Officer or Executive Team.

EDUCATION & TRAINING

• Bachelor’s Degree in Business Administration (Preferred)
• Fear Free for Shelter Certification or the ability to complete certification within 30 days of employment.

EXPERIENCE

• Administrative Support Assistance – 2+ years (Required)
• Microsoft Suite Proficiency – including Teams and Sharepoint (Required)
• Not-for-profit office experience (Preferred)

Knowledge

• Must have excellent computer knowledge.
• Strong organizational, planning, and time management skills.
• Must have attention to details
• Good research skills – the ability to find answers using resources available to them
• Strong communication skills both verbally and in writing.
• High degree of confidentiality and dependability.
• Adapts to changes in the work environment and manages competing demands.