Administrative Assistant
About The Position
The main purpose of this position is to provide administrative support to the Leadership staff, ensuring efficient office operations. This is a full-time onsite position, Monday-Friday, with day hours, totaling 40 hours per week. The role involves supporting various departments including Board and Board Committee Support, Meeting Management, Human Resources, Marketing and Communications, Development and Fundraising, Office Operations, Records Management, Compliance and Accreditation, and Contracts and Agreements. The position also requires community engagement and project support as assigned by the supervisor.
Requirements
- 3-5 years related experience required.
- Proficiency of Microsoft Word, Excel, Power Point, google drive applications, use of database systems and graphics.
Nice To Haves
- Bachelor’s degree preferred, but experience in lieu of degree will be considered.
- Bi-lingual in Spanish is a plus.
Responsibilities
- Demonstrate commitment to the agency’s mission statement, core values and culture of diversity, equity, inclusion and belonging.
- Manage board files and document repositories to ensure accuracy and accessibility.
- Coordinate calendaring and provide comprehensive meeting logistics support.
- Record, finalize, and archive meeting minutes in a timely manner.
- Maintain up-to-date board and committee rosters.
- Draft, track reviews, and coordinate approvals for board policies.
- Plan and coordinate board member orientation and onboarding.
- Prepare and distribute communications, including agendas, meeting materials, information letters, and action item follow-ups.
- Lead end-to-end meeting logistics: calendaring, securing locations or virtual links, preparing materials, agenda support, presentation coordination, documentation/minutes, action follow-up, and food/refreshments.
- Coordinate Board and Committee meetings.
- Coordinate Leadership Team and Extended Leadership Team meetings.
- Coordinate All-Staff meetings and events.
- Coordinate reflective practice group sessions.
- Maintain the organization chart and staff directory.
- Coordinate orientation process, including new-hire agency overview and quarterly onboarding.
- Support policy maintenance and distribution.
- Coordinate Years of Service recognition activities.
- Manage requests for name badges, business cards, and related collateral.
- Coordinate and administer the organization’s merchandise store.
- Serve as Bloomerang backup administrator/user.
- Perform accurate and timely data entry and data hygiene tasks.
- Support donor stewardship activities, including thank-you acknowledgments.
- Manage office supplies procurement and inventory.
- Monitor and maintain break room supplies and upkeep.
- Process and distribute daily mail.
- Coordinate building maintenance and service requests.
- Implement record retention schedules and lead periodic records cleanup initiatives.
- Coordinate the Charities Review Council application process and related documentation.
- Coordinate agreements and contracts, including routing, tracking, and filing; support reviews and signatures.
- Manage and respond to community tabling requests, including scheduling, materials, and staffing coordination.
- Support project assigned by supervisor.
- Perform additional duties as assigned.
Benefits
- health insurance
- dental insurance
- vision insurance
- life insurance
- employer matching retirement account
- paid vacation
- sick and safe time
- flexible holiday hours
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
