Administrative Assistant Centerline

PACE Southeast Michigan•Burt Township, MI

10d

About The Position

This role involves a wide range of administrative tasks to support the Public Affairs and Philanthropy department. Key responsibilities include managing correspondence, scheduling, event planning, database maintenance, and financial record-keeping. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities.

Requirements

Accurate typing ability from rough draft.
Ability to prepare correspondence in final form.
Proficiency in scheduling appointments, arranging meetings and conferences, and completing travel arrangements.
Skill in maintaining business calendars and proactively identifying and resolving conflicts.
Experience in planning and implementing office practices and procedures.
Ability to maintain and revise departmental document flow and filing systems.
Proficiency in maintaining department databases, including contact information for donors, participants, caregivers, employees, elected officials, and community partners.
Experience in maintaining recurring and special reports and financial statements.
Ability to assist with the planning and execution of events.
Skill in ensuring timely acknowledgement of donor gifts.
Experience in preparing invoices.
Ability to schedule social media posts and contribute to content.
Proficiency in maintaining department records and files, including tracking for compliance.
Experience in managing and processing orders with outside vendors.
Ability to manage and fulfill department orders and track inventory.
Skill in maintaining volunteer contact information.
Ability to compile minutes from meetings and department huddles.
Capability to update signage as needed.
Adherence to deadlines.
Capability to prioritize functions as assigned.

Responsibilities

Prepares correspondence in final form from rough drafts with accurate typing ability.
Schedules appointments, arranges meetings and conferences, and completes travel arrangements.
Maintains direct reports’ business calendars and proactively reviews them for conflicts, making adjustments or seeking guidance.
Plans and implements office practices and procedures, including maintenance and revision of departmental document flow and filing systems.
Maintains department databases, including contact information for various stakeholders, for mailings, mass emails, robo-calls, photo releases, and other tracked information.
Maintains recurring and special reports and financial statements depicting department activities like fundraising and community giving.
Assists with the planning and execution of fundraising, educational, grand opening, and other departmental events.
Ensures timely acknowledgement of donor gifts with thank you notes.
Prepares invoices for donor gifts.
Schedules social media posts and contributes to content.
Maintains department records and files, including tracking for compliance.
Manages and processes specified orders with outside vendors for the department and from other departments.
Manages and fulfills department orders and tracks inventory.
Maintains volunteer contact information.
Compiles minutes from meetings and department huddles.
Updates center signage as needed at the direction of the Director of Public Affairs.
Adheres to deadlines and prioritizes functions as assigned.