Administrative Assistant

Seafield Center•Westhampton Beach, NY

23h•Onsite

About The Position

This is a full-time, in-person job opportunity for an Administrative Assistant. The role involves supporting the Director in various administrative and organizational tasks, including event planning, communication, database management, and general office support. The position requires strong communication and computer skills, with a background in public relations and office management experience.

Requirements

Advanced business administration experience – typing, computer and telephone skills.
Three years’ experience in office management with background in public relations.

Nice To Haves

Written Communication Skills
Verbal Communication Skills
Computer Software Skills
Functional Knowledge
Prioritizing Workload
Level of Independence
Administrative Processing
Research & Analysis

Responsibilities

Ensure that all clients are treated with dignity and respect.
Affirming care for Lesbian, Gay, Bisexual, Transgender and Questioning clients.
Assist the Director in organizing promotional events, conferences, workshops, trainings, and inservice presentations as needed.
Prepare and produce event mailings and email notices as directed.
Create and maintain a referral source database and mailing list.
Create print advertising and other promotional materials as needed.
Arrange catering needs when necessary.
Attend functions to greet attendees at reception table and oversee distribution of materials as needed.
Coordinate travel arrangements for staff to attend conferences, submit conferences, and exhibit registrations, and ship exhibit materials when necessary.
Schedule tours and site visits by reps and notify Seafield staff of expected visitors.
Fill supply requests from reps, and arrange for delivery materials needed for speaking engagements, presentations and conferences.
Provide tours of Seafield Center when needed.
Arrange for speakers for out-of-facility presentations when requested (schools, organizations, etc.)
Assume responsibility to organize and execute all aspects of the annual Seafield Wellness Day
Research and create Power Point Presentations
Maintain, edit and update Union Summary Binder as needed.
Prepare all P.R.F.’s generated by the department for Director’s signature.
Follow up on receipt of checks for same
Maintain the payroll and personnel charts of the department staff, recording vacation days, sick days, etc.
Maintain an up-to-date inventory of promotional items, advertising brochures, required departmental paperwork, and stationery for all departments.
Serve as the Alumni Coordinator
Notify referral sources of bed availability when necessary.
Prepare agenda, gather handouts and generate minutes for monthly Marketing Meetings
Receive assignments from Director and assume responsibility for completing tasks as directed.
Answer phone calls and follow through on behalf of the Director when appropriate.
Provide other duties as assigned by the Director.