Administrative Assistant - SNA

Language Bank•West Springfield, MA

13d•Hybrid

About The Position

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. This is an excellent opportunity to enhance the operations of a $75m non-profit social services organization with programs throughout New England.

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 (in absence of Office Manager)
Coordinate the maintenance of office equipment as needed (in absence of Office Manager)
Maintain conference room schedules (in absence of Office Manager)
Order office supplies as needed (in absence of Office Manager)
Managing calendars for executives
Completing expense reports for executives
Arranging travel plans and itineraries for executives
Preparing meeting agendas for executives
Preparing meeting minutes for executives
Communicating on behalf of executives on various company matters
Researching, prioritizing and following up on incoming issues and concerns of a sensitive or confidential nature
Determining appropriate course of action, referral, or response for incoming issues
Ensuring administrative tasks are performed in an effective, efficient, and timely manner, including copying, reviewing mail and email, drafting correspondence, screening telephone calls, and maintaining files
Organizing programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, and coordinating speakers
Preparing meeting agenda and related materials
Attending meetings to take and prepare minutes
Periodically assisting other administrative staff in completing time-sensitive projects
Assisting in reviewing and coordinating contract approvals
Performing other duties as assigned