Job Opportunities

About the Position

Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the non-profit office. Supports Executive Director and employees through a variety of tasks related to organization and communication. The administrative assistant will be responsible for confidential and time sensitive material. Familiar with a variety of the nonprofit concepts, practices, and procedures.

Ability to effectively communicate via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and promptly. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals, and a wide degree of creativity and latitude is expected. Typically reports to the Executive Director.

Requirements

• Answer and direct phone calls.
• Organize and schedule appointments and meetings.
• Daily monitor, update and manage organizations social media platforms.
• Proficient with QuickBooks Online software for account entry management.
• Maintain contact lists.
• Produce and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain an electronic document filing system.
• Review Grant documents and policies for adherence.
• Order office supplies.
• Book travel arrangements
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Provide information by answering questions and requests.
• Take dictation.
• Research and create presentations.
• Generate reports.
• Handle multiple projects.
• Prepare and monitor invoices.
• Collaborate with administrative staff by providing information, educational opportunities, and experiential growth opportunities.
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies.
• Contribute to team effort by accomplishing related results as needed.
• Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
• Organize travel arrangements for Executive Director.
• Write letters and emails on behalf of other office staff.
• Book conference calls, rooms, taxis, couriers, hotels, etc.  
• Cover the reception desk when required.
• Maintain computer and manual filing systems.
• Handle sensitive information in a confidential manner.
• Take accurate minutes of meetings.
• Coordinate office procedures.
• Reply to email, telephone, or face-to-face inquiries.
• Develop and update administrative systems to make them more efficient.
• Resolve administrative problems.
• Receive, sort, and distribute the mail.
• Answer telephone calls and pass them on
• Manage staff appointments.
• Oversee and supervise the work of program/project managers.
• Maintain up-to-date employee holiday records.
• Coordinate repairs to office equipment.
• Greet and assist visitors to the office.
• Photocopy and print out documents on behalf of other colleagues.
• Provide polite and professional communication.
• Implement clerical duties and administrative processes.
• Conduct data entry.

Qualifications

• Proven admin or assistant experience, preferably in the field of Non-profit.
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multitask and prioritize work.
• Takes initiative.
• Personable
• Clear Thinker, Good Communicator and shows good judgement.
• Organized, Empathetic, Confident and Positive Outlook.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in MS Office
• Proficient in Apple (IOS) products
• At least 5-7 years of experience in the Non-Profit field or in a related area
• High school diploma or equivalent; college degree preferred.

Skills & Proficiencies

• Reporting Skills
• Administrative Writing Skills
• Proficiency in Microsoft Office
• Proficient with Project Management Software
• Analysis
• Professionalism
• Problem-Solving
• Supply Management
• Inventory Control
• Verbal Communication
• Office Administration Procedures
• Attention to Detail
• Accuracy
• Multitask
• Telephone Skills
• Teamwork
• Discretion and Judgment
• Patience
• Resourcefulness
• Anticipates Needs
• Emotional Intelligence
• Flexibility
• Editing and Proofreading for grammatical and spelling errors
• Microsoft Office Skills
• Typing Skills