Nonprofit Administrative Assistant

Since 2006, we are a grassroots movement of friends creating a small revolution of kindness in our community to eradicate food insecurity and eliminate generational poverty. Now, all were missing is Y-O-U!
We are seeking a motivated and outgoing Administrative Assistant to join our team. In this role, you will provide administrative and direct support to the Executive Director and the nonprofits office staff ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, filing and writing correspondence. Additionally, you will serve as the Human Resources and Payroll Assistant for the organization. The ideal candidate is highly organized with excellent written and verbal communication skills, a strong attention to detail, initiative and the ability to manage multiple projects and deadlines.
Essential Duties & Responsibilities

• Provide basic administrative support
  • Schedule appointments and maintain a calendar
  • Coordinate meetings, including attendee management, materials preparation, room set-up, meals, and issue resolution
  • Take notes in meetings ensuring that proper follow-up and deliverables are calendared and kept on task.
  • Write emails, memos, and letters and distribute them appropriately
  • Maintain an organized filing system
  • Maintain & update Standard Operating Procedures for organization
• Provide comprehensive support services to the Executive Director that ensures outstanding communication and responsiveness
  • Support Executive Director with internal and external communications
  • Prepare and edit correspondence, communications, presentations and other documents
  • Provide Administrative support for foundation and government grants
• Manage and administer human resources and payroll services
  • Manage new emloyee boarding, PTO, benefits and performance management programs.
  • Prepare payroll through ADP services
• Provide assistance to the Common Hearts Board of Directors including maintenance of all Board documents, facilitating communication to the Board, and preparation for meetings.
• Assist with special projects and other general office tasks as needed or assigned

Full Time Position: 30 Hours per week
Benefits/Perks

• Competitive Compensation
• Paid Time Off
• Holidays
• 401k with matching
• Voluntary Group Dental & Vision Insurance

Qualifications

• Commitment to the mission, vision and values of Common Heart
• High school diploma/GED required, Associates degree or administrative training is preferred
• 3 years of work-related experience including administrative, human resources, and project management
• Highly proficient with email, word processing, presentation, spreadsheet, payroll processing (ADP) and project management software
• Highly organized with excellent time management skills and the ability to prioritize projects
• High level of attention to detail, and creative problem-solving abilities
• Strong interpersonal skills with the ability to take initiative, multi-task, and be a team-player
• Ability to handle sensitive and confidential situations with diplomacy
• Ability to function independently but with high degree of coordination and communication
• Valid Drivers License
• A background check and drug screening is required for this position