Administrative Assistant

Are you ready to make a meaningful difference in your community? At Hanley Foundation, a non-profit organization with a mission to eliminate addiction through prevention, advocacy, treatment, and recovery support we strive to prevent addiction, assist those affected by substance use disorder, and empower individuals to lead healthy lives. If you are driven, compassionate, and eager to create positive change, we want you on our team!

This is a full-time position with a generous benefits package (health benefits available to new employees on the first of the month after hire), and an exciting opportunity to join a growing team in an industry-leading organization with a culture that values innovation, integrity, and teamwork.

The role of the Administrative Assistant is to provide quality administrative support to the Chief Executive Officer, Chief Operating Officer, and the Executive Cabinet Coordinator. This position will complete routine duties that allow the executives to focus on more advanced responsibilities.

Under the supervision of the Executive Cabinet Coordinator, this position will be responsible for performing a variety of administrative functions. The incumbent will be an essential member of the team tasked with assisting leadership to fulfill the foundation’s mission. The incumbent must have excellent organizational, communication, and problem-solving skills with the ability to handle confidential and sensitive information. This position requires reliability, dependability, and accountability in all aspects of the role.

Main Duties and Responsibilities:

• Perform general administrative duties including but not limited to; filing, photocopying, taking, and distributing meeting minutes, managing schedules, coordinating travel arrangements, scheduling appointments with internal and external parties, providing backup to other administrative staff, ordering supplies, sorting, and distributing correspondence, and maintaining database records.
• Provide general support to visitors.
• Provide polite and professional assistance via phone, mail, and e-mail.
• Plan department events and meetings.
• Prepare for meetings, and other Foundation functions including set up, compiling, and distributing necessary documents; make necessary arrangements, such as coordinating catering for luncheons, meetings, and other events.
• Screen phone calls and routing callers to the appropriate party.
• Prepare reports and maintain appropriate filing systems
• Order office supplies and research new deals and suppliers.
• Maintain contact lists.
• Coordinate, and manage schedules and track invitations and responses to community events.
• Act as a liaison for vendors, external parties, stakeholders, and other department staff at the Foundation.
• Keep leadership abreast of upcoming deadlines and report due dates.
• Attend Hanley Foundation and community partner events.

Other duties and responsibilities

• Performs any additional duties requested by the CEO, CFO, and ECC.

Education/Experience Qualifications::

• Bachelor’s Degree and/or a minimum of two years’ experience in an administrative capacity preferably in a non-profit organization.
• Completion of relevant training, upon hire and when deemed appropriate.
• Proficient in Microsoft Office.
• Able to work extended or weekend hours, as needed.

Physical Requirements:

• Regularly required to sit, stand, use hands to handle or feel
• Frequently required to reach with hands and arms
• Occasionally required walk and stoop, kneel, crouch, or crawl
• Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds

Benefits:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Disability Insurance (employer-paid)
• Life Insurance (employer-paid)
• Eligible for medical, dental, vision, disability, and life insurance on the first of the month following the hire date
• Paid Time Off (15 days for first year, 20 days for 1-3 years)
• Eleven Paid Holidays
• 401(k) & 401(k) Matching
• Health Savings Account & Health Savings Account Matching

Hanley Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Hanley Foundation is a Drug-Free Workplace. As a condition of employment, job applicants are required to undergo drug screening post-conditional offer of employment.

Company Website: www.hanleyfoundation.org