Administrative Assistant - SNA

Ascentria Care Alliance Careers•West Springfield, MA

12d•Hybrid

About The Position

Ascentria Care Alliance employees and volunteers take pride in the impact they have on the people they serve. It’s more than just a job, it’s an opportunity our employees have to care for and share in the lives of people who greatly need and appreciate their presence. Ascentria Care Alliance focuses on every child, elder, disabled person, refugee, endangered teen or teenage mom in order to build stronger communities one person at a time. This is an excellent opportunity to enhance the operations of a $75m non-profit social services organization with programs throughout New England. Job Summary: The Administrative Assistant will exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Administrative Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Requirements

3+ years’ experience in an Administrative Assistant role, preferably in a non-profit organization
Detailed knowledge of MS Office (Outlook, Word, Excel, and PowerPoint)
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Excellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Strong written and verbal communication skills
Demonstrated ability to coordinate projects to ensure timelines are met
Commitment to working together collaboratively with administrative staff
Demonstrated proactive approaches to problem-solving with strong decision making capability
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Greet clients/suppliers/visitors to the organization in a professional and friendly manner
Answer general phone line and direct callers as appropriate
Triage property management issues as appropriate (in absence of Office Manager)
Ensure office security procedures are maintained including locking and unlocking door at beginning and end of work day (in absence of Office Manager)
Sort incoming mail and prepare outgoing mail
Coordinate the maintenance of office equipment as needed
Maintain conference room schedules
Order office supplies as needed
Manage calendars for executives
Complete expense reports for executives
Arrange travel plans and itineraries for executives
Prepare meeting agendas and meeting minutes
Communicate on behalf of executives on a variety of company matters
Research, prioritize and follow up on incoming issues and concerns, including those of a sensitive or confidential nature
Determine appropriate course of action, referral, or response
Perform administrative tasks such as copying, reviewing mail and email, drafting correspondence, screening telephone calls, and maintaining files
Organize programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, and coordinating speakers
Prepare meeting agenda and related materials and attend meetings to take and prepare minutes
Periodically assist other administrative staff in completing time-sensitive projects
Assist in reviewing and coordinating contract approvals
Perform other duties as assigned