Administrative Assistant

Job Description

Job Title:Administrative Assistant

Reports To: Director of Communications

Status: Non-Exempt

Department: Administration

Summary:

Responsible for providing administrative support for the Director of Communications, CEO, and senior leadership team. The senior leadership team includes the CFO, VP of Donated Goods Retail/IT, Director of Workforce Development, Director of Logistics and Aftermarket, Director of Facilities, Director of Communications, and Director of Retal.

Essential Duties and Responsibilities:

• Manage tasks assigned by senior leadership.
• Undertake the tasks of receiving calls, taking messages and routing correspondence.
• Handle requests and queries professionally.
• Maintain calendar, arrange meetings and appointments, and provide reminders.
• Schedule travel, appointments and meetings for CEO and others as assigned.
• Coordinate, order, and distribute agency’s logo wear.
• Assist CEO with recognizing birthdays for senior leadership.
• Assist Director of Communications with recognizing the following work anniversaries: 1, 5, 10, 15, etc.
• Prioritize and prepare the CEO for travel, meetings, and presentations as needed.
• Assist in organizing staff, board of directors meeting and company meetings at the direction of Executive and Senior staff.
• Assist with Bids or Request for Proposals and potential vendor identification.
• Distribute retail signage as directed by DGR Staff.
• Complete password resets and new user inputs for POS system
• Enter New Goods Data, input orders and purchase requests as directed by VP of DGR
• Complete and distribute daily retail sales reports.
• Input new employees into text alert system weekly.
• Implement and maintain an efficient documentation and filing system.
• Communicate with executive and senior leadership to keep tasks aligned with set goals.
• Communicate with Director of Communications when presented with multiple projects and prioritization of tasks is needed.
• Report and escalate issues and concerns to management as needed.
• Establish and maintain relationships with third parties/vendors.
• Plan and coordinate events, meetings, or gatherings as needed.
• Create and maintain comprehensive project documentation.
• Maintain a social media calendar.
• Create, edit, and distribute marketing materials for job fairs, career fairs, and holidays to all locations.
• Respond to store signage requests and coordinate signage orders with the Director of Communications.
• Order and maintain inventories for all vending machines.
• Oversee inventory of Manager’s shirts and team member’s vests.
• Serve as the point of contact for stores to the admin office.
• Demonstrate exceptional management and leadership practices, including practicing and coaching “Core 4” principles.
• Other duties as assigned.

Supervisory Responsibilities:

None

Qualifications:

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and or ability required. Reasonable accommodation could be made to enable individuals with disabilities to perform the essential functions.

Excellent communication skills.

• Able to manage multiple tasks with a problem-solving aptitude.
• Full comprehension of office management systems and procedures.
• Exemplary planning and time management skills.
• Ability to multitask and prioritize daily workload.
• High level verbal and written communications skills.
• Ability to work independently, exercise judgment, and maintain confidentiality.

Education and/or Experience:

• High School Diploma or equivalent required.
• College degree preferred: emphasis in business or management and/or 5-7 years of experience in an office setting.
• Five years of Microsoft Office experience in Outlook, Word, Powerpoint, Excel, and Teams
• Experience with Canva and/or Adobe Suite
• Experience with digital marketing.
• Superior written and verbal communication skills
• Solid organizational skills including attention to detail and multi-tasking.
• Experience reviewing written text for typographical consistency, grammar, and spelling.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation could be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is consistently required to sit, talk, or listen.

• Specific vision abilities required by this job include close vision and the ability to focus.
• The employee must occasionally lift/and move up to twenty-five pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation could be made to enable individuals with disabilities to perform the essential functions of this position.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, printers, filing cabinets and fax machines.

Salary:

Non-Exempt, $20/hour; depending on experience.

Goodwill Industries of Northwest Texas 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.