Administrative Assistant

Job Description

Job Description

We are looking for a detail-oriented Administrative Assistant to join our team in Phoenix, Arizona. This long-term contract position offers an exciting opportunity to contribute to various departments by providing administrative support, managing data, and coordinating projects. The role also includes front desk responsibilities and requires excellent organizational and communication skills.

Responsibilities :

• Oversee front desk operations, ensuring procedural documents are updated bi-annually and communicated effectively to the team.
• Organize and manage Board and volunteer Committee meetings, including tracking terms, maintaining attendance records, and updating member rosters and bios.
• Act as a project manager for meeting preparations, including drafting agendas, setting deadlines, compiling materials, and distributing accurate minutes.
• Provide logistical support for large-scale meetings, handling food and beverage arrangements, scheduling, and material preparation for on-site and off-site events.
• Coordinate donor correspondence mailings and maintain inventory of program materials, incentives, and office supplies.
• Assist with travel arrangements for department leaders, including booking flights, accommodations, and transportation.
• Perform office tasks such as mailing, copying, scanning, faxing, and printing as needed.
• Maintain and update calendars using Microsoft Outlook and other scheduling tools.
• Support building service requests and manage access to inter-office locations when required.
• Modify and manage spreadsheets and databases to support data reporting and project needs.
• Proven experience in administrative assistance or office support roles.
• Proficiency in answering inbound calls and handling receptionist duties.
• Strong skills in data entry and maintaining accurate records.
• Familiarity with Microsoft Outlook and other scheduling tools.
• Ability to organize and coordinate meetings, including logistical arrangements.
• Experience in managing travel bookings and itineraries.
• Excellent communication skills, both written and verbal.
• Strong attention to detail and ability to multitask effectively.