Administrative Assistant

Administrative Assistant

The Administrative Assistant provides essential support across all departments by managing office resources, coordinating services, and assisting the executive team with both administrative and operational needs. This role ensures smooth day-to-day operations and contributes to overall organizational efficiency.

Executive Support: Provide administrative assistance to the executive team, including invoice processing, expense report support, meeting coordination and calendaring, and serving as back-up to the Executive Assistant to the President/CEO.

Office Administration: Manage office supplies and equipment, including ordering and distribution, maintaining inventory, and overseeing vendor relationships for services such as copiers, vending machines, ATMs, and offsite storage.

Facilities & Operations Support: Oversee mailroom operations (incoming, outgoing, postage systems), shipping services (UPS, FedEx), and break room supplies to ensure smooth daily operations.

Compliance & Records Management: Track and maintain certificates of insurance, memberships, licenses, contracts, and other administrative renewals and deadlines. Manage record storage and retrieval processes.

Customer & Community Support: Assist with processes related to external requests, including ticket donations for charitable purposes, and coordinate with internal teams to ensure responsive service.

Other Duties: Provide additional administrative support as needed to ensure organizational efficiency and effectiveness.

Core Competencies:

• Accountability- Take ownership for deliverables and actions and contribute value to the organization. Accept responsibility for actions and outcomes.
• CommunicationUtilize exceptional verbal and written communication skills to build (internal & external) relationships, problem solve and develop trust.
• Customer FocusUnderstand the needs of the customer (internal & external) and act accordingly to create an exceptional experience.
• TeamworkWork as a collaborative member of a group contributing to the overall mission, strategies and goals.

Knowledge and Abilities:

• Ability to maintain a physical presence at designated work locations, maintaining regular attendance, punctuality and work a flexible schedule including nights, weekends, holidays, and events, as needed.
• Able to communicate effectively in English, both in writing and verbally.
• Strong organizational, multi-tasking and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency with office equipment and shipping systems (UPS, FedEx).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and related software.
• Attention to detail and a proactive approach to problem solving.
• High level of professionalism and discretion when handling confidential information.

Supervisory Responsibilities: n/a

Desired Education and Experience:

• Associate of Arts Degree or equivalent experience
• 3-5 years of experience in a professional administrative support role