Administrative Assistant

LivWell CHS • Paducah, KY

1d • Onsite

About The Position

LivWell Community Health Services is a non-profit organization providing comprehensive health and support services, education, and advocacy, as related to HIV/AIDS, sexually transmitted diseases, and viral hepatitis. Quality health care is provided to persons living with HIV/AIDS or sexually transmitted diseases, support services are provided to HIV clients and their families, and prevention education and testing are provided to all clients, their families, and the community at large. Within the community, we strive to prevent new infections of HIV and STI’s and reduce the stigma associated with these various diseases by promoting awareness, acceptance, and equality. The Administrative Assistant exercises a variety of highly responsible, confidential and complex duties within Administration, Operations and Finance. This position exercises judgment in assisting the Chief Executive Officer and Administrative team in complex administrative and office functions and/or specialized technical support.

Requirements

• Advanced knowledge of Microsoft Office suite and familiarity with database management systems.
• Strong written and verbal communication abilities, including editing, composing, and proofreading professional correspondence and reports.
• Excellent Organizational skills with the ability to prioritize, manage multiple projects, and meet deadlines in a fast-paced environment.
• Strong analytical thinking, data gathering, and problem solving skills; able to evaluate options and make sound decisions.
• Demonstrated ability to handle sensitive information discreetly and maintain a high level of professionalism.
• Ability to interact with staff, vendors, and diverse populations with respect, cultural sensitivity, and professionalism.
• Self motivated and able to work independently with minimal supervision; flexible and resourceful and dynamic situations.
• Ability to interpret and apply organizational policies and procedures accurately and efficiently.
• Experience and performing a wide range of executive and administrative support tasks with attention to detail and sound judgment.
• Possess A valid drivers license and be insurable under the agency's vehicle policy.
• Demonstrated experience in administrative office support, with a strong understanding of office procedures and best practices.

Nice To Haves

• Bachelor’s degree is preferred.

Responsibilities

• Provide support and backup for the Chief Executive Officer in all areas of daily operations.
• Prepare a wide variety of complex and confidential reports, letters, memos, and documents from rough drafts or verbal instructions.
• Review completed correspondence for accuracy, form, and completeness.
• Analyze information and validate data for reports, grants, contracts, and special projects.
• Maintain and manage a master calendar for all agency events and activities.
• Assist staff in developing and maintaining recurring (cyclic) event schedules.
• Plan, organize, and schedule company meetings in-office, off-site, and via videoconference.
• Coordinate and assist with agency events and special projects as needed.
• Coordinate logistics and travel arrangements for management, executive staff, and board of directors.
• Coordinate and attend staff and board meetings; prepare agendas, develop presentations, and record/distribute minutes.
• Provide support to the board of directors and executive staff as needed.
• Proofread and coordinate printing of agency forms, reports, publications, and flyers.
• Obtain pricing, manage the approval process, and maintain logs to ensure the correct version is in use.
• Sort and distribute agency mail.
• Greet and assist visitors, vendors, and other guests.
• Order and maintain inventory of office and janitorial supplies.
• Ensure supplies are organized and equipment is used optimally.
• Maintain vendor contact lists for supplies, services, and other operational needs.
• Oversee agency vehicle operations, including scheduling and maintenance.
• Assist COO and/or project manager in facility maintenance needs and coordinate with contractors as delegated.
• Perform other administrative duties as required or assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree