Administrative Assistant

Job Description

At Community Passageways, we are seeking an experienced, adaptable, and proactive Administrative Assistant to provide comprehensive support to our Chief Operating Officer (COO).

This role is pivotal in ensuring the COO can efficiently lead and manage the organization's diverse departments, including HR, Finance, Communications, Marketing, IT, Community Engagement and Events, Facilities, and Grant and Contract Administration.

The ideal candidate will thrive in a dynamic, mission-driven environment, offering administrative support and contributing to strategic planning, process improvement, and relationship management.

This position requires working in person on a variable schedule, providing direct support to the COO and their staff, and ensuring operational excellence across multiple locations.

This is a part time position working up to 30 hour per week.

Requirements

Strategic Planning Support : Assist in strategic planning by gathering data, preparing analysis reports, and drafting presentations to support decision-making and align departmental goals with the organization's strategic objectives.

Email and Schedule Management : Manage email and calendar, prioritizing important correspondence and optimizing time management.

Expense and Document Management : Manage expense reporting

Document and form creation

Supply Ordering and Operational Support : Ensure the timely ordering of supplies, manage supply inventories, and maintain operational efficiency across multiple locations.

Process Improvement : Regularly assess and recommend improvements to office processes and procedures to enhance efficiency and service delivery.

Relationship Managemen t : Facilitate the management of relationships by preparing briefing materials, scheduling meetings, preparing agendas, and ensuring follow-ups.

Meeting and Event Coordination : Organize and coordinate meetings and events and prepare logistics and materials.

Executive Support : Provide occasional support to the CEO and Chief of Staff with tasks that align with the COO's responsibilities.

Communications Management : Coordination of Newsletters, Social media, and other internal and external communications materials

Human resources Coordination : Support in communicating with job candidates, scheduling interviews, and following up with candidates, and onboarding coordination

Qualifications

AA in business administration, related field, or equivalent professional experience in an executive support role.

Exceptional organizational and time management skills, with a proven ability to prioritize tasks in a high-paced environment.

Strong analytical skills, proficiency in office software, and a keen ability to learn and adapt to new technologies.

Excellent written and verbal communication skills and high emotional intelligence for managing diverse relationships.

Demonstrated initiative and problem-solving abilities, focusing on process improvement and efficiency.

Flexibility to work across multiple locations and adapt to changing priorities and schedules.

Preferred Tech proficiency : Comfort working with both Apple and PC products, Microsoft Office Suite, SharePoint, Adobe products, Concur Expense Management.

Benefits

This part-time position provides access to our sick leave and PTO benefits, Working Advantage Employee Discount Program, and EAP.

If the positions were to become full-time (30+ hours per week), the benefits are as follows :

Hybrid position

401k

Aetna Health Insurance

Aetna Dental

Aetna Vision

Flexible Spending Account

Short Term and Long Term Disability

Voluntary Insurance

100k employer paid life insurance

Employee Assistance Program

Employee Discount Program

Fin Fit- Financial literacy services

Metlife Legal Plans

Generous PTO and Sick leave