Administrative Assistant

Hancock County ESC•Findlay, OH

About The Position

The Administrative Assistant provides critical support to the Curriculum, Gifted Services and Alternative School teams. This role requires a high degree of organization and the ability to switch gears between different supervisors.

Requirements

High proficiency in computer systems, office software, and general bookkeeping.
The ability to prioritize tasks for multiple supervisors without losing track of the details.
Exceptional active listening and writing skills, with the ability to generate correspondence independently.

Responsibilities

Administrative Support: High proficiency in computer systems, office software, and general bookkeeping.
Serve as the primary assistant to multiple program directors, managing calendars, scheduling meetings, and coordinating professional development materials.
Prepare professional correspondence, reports, and requisitions. Be responsible for independent drafting and ensuring accuracy in all communications.
Input and retrieve data accurately, manage a uniform filing system, and organize essential testing materials for student programs.
Handle daily mail (including post office runs), manage telephone routing, answering doors, operate a variety of office equipment, and maintain an efficient office flow.
Communication and Coordination: Act as a positive first point of contact for school staff, parents and students, upholding the highest standards of confidentiality and professional ethics
The ability to prioritize tasks for multiple supervisors without losing track of the details.
Exceptional active listening and writing skills, with the ability to generate correspondence independently.
Event Promotion and Materials - Asset Creation: Design high-quality promotional materials, including digital flyers, social media graphics, and interactive PDF workbooks using tools like Canva, helping create a consistent organizational brand
Template Management: Develop and maintain a library of standardized templates for agendas, certificates of completion, and evaluation forms to streamline the production process.
Copy Editing & Formatting: Proofread and format complex professional development content to ensure it is visually accessible, engaging, and error-free.
Registration & Participant Management - Platform Administration: Build and manage registration pages within platforms like Google Forms.
Inquiry Resolution: Serve as the primary point of contact for registrants, handling troubleshooting, payment inquiries, and registration modifications with a high level of customer service.
Data Oversight: Monitor enrollment trends, maintain accurate attendee rosters, and generate reports for leadership.
Communication Automation: Set up and manage the lifecycle of participant communications, including confirmation emails, "know before you go" reminders, and post-session follow-ups.
Professional Development Operations - Resource Logistics: Coordinate the printing, assembly, and distribution of physical training kits or the digital deployment of pre-read materials.
Post-Event Evaluation: Administer feedback surveys, compile quantitative data into summary reports, and assist in identifying areas for program improvement.
Speaker Coordination: Manage the logistics for external facilitators, including travel arrangements, honorarium processing, and technical orientation.