Description:
POSITION SUMMARY: The Administrative Assistant provides high-level, direct, business-related administrative and clerical support to the Executive Director (ED), the Director of Service Delivery, the Director of the Local Education Agency (LEA), and the Director of Professional Development and Research (Directors). This support includes, but is not limited to, managing calendars, scheduling appointments, taking notes and meeting minutes, managing the flow of stakeholder inquiries and appointments, task management, electronic file management, submitting documents for review and signatures, ensuring the Executive Director and Directors’ attendance at key meetings, participation in confidential stakeholder meetings, and maintaining organizational confidentiality at all times.
Duties And Responsibilities
- Triage emails, phone calls, and other requests for meetings; answer questions efficiently and escalate to the appropriate individual, as needed
- Schedule appointments, and maintain and update the ED and Directors’ daily calendar, coordinate local travel arrangements, prepare itineraries, plan details and logistics, maintain and submit accompanying expense reports for reimbursement
- Create meeting agendas in advance, take notes, and provide minutes; maintain confidentiality of highly sensitive information; employ active listening when participating in meetings, especially when responsible for note taking, meeting minutes, and keeping track of tasks to complete, deadlines and directive given
- Participate in city-wide, statewide, regional meetings and conferences, and provide mobile, on -site support as needed in order to assist in the effective management and oversight of the program
- Process requests for approval and/or signatures from Fiscal, Human Resources, Operations, Real Estate, Information and Technology and others, as requested
- Work collaboratively with other administrative assistants and/or executive assistants in order to facilitate the flow of business within the program and larger organization.
- Maintain a strict and rigorous time schedule including accounting for breaks and travel time between meetings
- Provide summaries, reminders, task list reviews, and to do lists for the ED and Directors; assist with ensuring that all deadlines and timelines are met to ensure effective and efficient program operations
- Schedule regular check-in meetings with the ED and Directors to review outstanding items, prepare for upcoming meetings or events, and discuss short term and longer-term program goals and initiatives
- Document, track, organize, prioritize, and process staff, agency, and community partner requests, issues and needs; work in partnership with the ED and Directors to ensure timely follow-up and resolution, organize, catalog and archive all notes, summaries, minutes and documents in alpha order and in a manner that is easily referenced for all relevant parties
- Create/revise and proofread PowerPoint presentations, Word documents, and letters; convert and file PDF documents as needed
- Perform financial tasks including, but not limited to, processing invoices, completing mileage, and managing receipts and purchase requisitions
- Create/update spreadsheets, records, and databases, including but not limited to, personnel, financial, and other data as required
- Analyze documents, prepare executive summaries, draft communications, and submit timely research reports as requested and needed
- Perform other duties as assigned
Qualifications, Education & Experience
- High School diploma or Graduate Equivalency diploma (GED); Associate degree with specialized training in administrative/office work, preferred
- Two (2) years of experience in an administrative setting; executive management experience in a corporate/administrative setting, preferred
- Demonstrated ability to work effectively as part of a team
- Ability to work in a fast-paced environment and manage and prioritize multiple, often competing, priorities
- Demonstrated strong attention to detail
- Demonstrated strong time management and organizational skills
- Demonstrated excellent judgment with the ability to solve problems and make decisions in collaboration with management
- Demonstrated ability to anticipate future needed changes or identify problem areas and take effective actions
- Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills and strong organizational skills
- Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
- Must possess a current, valid driver's license in state of residence, have a minimum of two (2) years of driving experience within the United States, and have an acceptable driving record