Under the direct supervision of the executive director this position provides administrative and logistical support for the executive director and organization. The administrative assistant performs duties such as coordination of meetings and conferences, organizing files, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Schedules and organizes complex activities such as meetings, travel, conferences and organization activities for all.
- Performs desktop publishing. Creates and develops visual presentations for the executive director.
- Establishes, develops, maintains and updates filing system for the organization. Retrieves information from files when needed. Establishes, develops, maintains and updates contact lists for media and program outreach.
- Organizes and prioritizes large volumes of information and calls.
- Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information
- Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other staff to cover phones.
- Acts as a liaison with high-level contacts, including the board of directors. Handles confidential and non-routine information and explains policies when necessary.
- Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the executive director, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
- Coordinates division of workload with the financial assistant.
- Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
- Technical Capacity
- Excellent interpersonal skills and professional demeanor
- Personal Effectiveness/Credibility.
- Collaboration Skills.
- Communication Proficiency.
This position has no supervisory responsibilities.
Position Type and Expected Hours of Work
This position could be a part time position with a minimum of 20 hours a week over 4 days or a full-time position. Days and hours of work are Monday through Friday, 9.00 a.m. to 5 p.m.
No travel is expected for this position.
Required Education and Experience
- High school diploma.
- One year of administrative experience.
Preferred Education and Experience
- Dedication to CfAD's mission
- Associate’s degree
- Two years of related experience
- Self-motivated, excellent organizational skills with the ability to work quickly - both independently and as part of a team
- Proficiency with Adobe design products including Photoshop, Illustrator, and Indesign
- Familiarity with web-based content management systems, website, and blog maintenance strongly preferred
- Familiarity with Powerpoint
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Email email@example.com with resume and cover letter. Email subject: Office Manager