Administrative Assistant

Communities In Schools of Kalamazoo•Kalamazoo, MI

3d•$19 - $19•Onsite

About The Position

The Administrative Assistant (AA) provides effective administrative and organizational support to the CEO and CIS leadership in a complex nonprofit organization. This role strengthens organizational productivity, continuity, and capacity by developing and maintaining effective systems for information management, communication, and Board governance support. The AA represents leadership in routine requests, resolves basic issues, and serves as a key point of contact for staff, Board members, and external partners.

Requirements

Several years of progressively responsible administrative experience.
Proficiency in Microsoft Office Suite.
Strong mathematical skills and ability to prepare reports, charts, and graphs.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational, problem-solving, and decision-making abilities.
Valid driver’s license.
Ability to pass background and driving checks.

Nice To Haves

Experience in nonprofit, social service, or education settings.
Knowledge of Microsoft Access.
Basic computer software and hardware troubleshooting skills.

Responsibilities

Supports Board governance functions, including meeting scheduling, agendas, materials, room setup, food arrangements, and meeting summaries.
Coordinates specialized administrative support with staff across functions such as finance/administration (AP/AR), development/marketing, events, reporting, and mailings.
Assists with new employee onboarding by setting up system credentials and distributing electronics.
Manages multiple tasks and priorities efficiently while maintaining a steady and productive work pace.
Works independently and sustains organizational routines in leadership’s absence.
Takes initiative, exercises sound judgment, and seeks clarification or direction when appropriate.
Demonstrates integrity, reliability, adaptability, and professionalism under changing demands.
Manages routine communication and problem-solving on behalf of the CEO and CIS leadership.
Prepares correspondence, reports, and documents using Microsoft Office or similar tools.
Answers and routes phone calls, greets visitors and provides accurate information.
Summarizes and communicates key information from meetings, calls, reports, and documents with accuracy and discretion.
Coordinates logistics and communication with internal and external partners for meetings, projects, and events.
Works closely with CIS leadership to support efficiency and organizational priorities.
Participates in cross-team efforts to meet organizational needs.
Builds and maintains strong knowledge of organizational policies, procedures, and work culture.
Identifies and recommends improvements to systems, communication, and information management.
Stays current with technology and tools to enhance administrative effectiveness.
Develops, manages, and maintains organized systems for records, governance documents, reports, and student-related information.
Oversees contracting workflow (site coordinator services and afterschool enrichment providers), including RFP coordination and internal reviews.
Maintains centralized electronic and paper filing systems.
Updates and manages office policies, procedures, and administrative documentation in alignment with records retention policy.
Tracks, troubleshoots, and coordinates solutions as primary liaison for office technology and equipment needs.
Manages purchasing and inventory of office supplies and equipment.
Maintains confidentiality and accuracy in handling student and family information.
Demonstrates a commitment to equity and reducing barriers to student success.
Provides responsive, high-quality customer service to internal and external stakeholders.
Responds promptly, professionally, and effectively to requests and inquiries.