Administrative Assistant Job Description

An administrative assistant to a CEO performs administrative tasks such as answering calls and writing memos. They also research and write reports. Administrative assistants must have a deep understanding of what their employer does to act as a liaison between the CEO and vendors/staff. An administrative assistant must have a deep understanding of the nonprofit industry, and executive administrative duties including but not limited to: communication, planning, organization, and running errands. Must have a general knowledge of the Harm Reduction Approach. The administrative assistant will support the CEO as well as the Corporate Office Staff as needed.

General Accountabilities

• Composes and produces business correspondences, reports and related materials
• Produce reports, presentations and briefs
• Reviews and signs materials, as authorized.
• Manages CEO calendar and voicemail
• Handle requests and queries appropriately
• Edits documents produced by others.
• Take dictation and minutes, for example during board meetings
• Attends all necessary meetings
• Ensures confidentiality and controls access to sensitive information
• Responds to inquiries and requests for information in a timely manner
• Performs administrative duties associated with scheduling and coordinating meetings and planning events.
• Performing basic accounting tasks and booking travel for the CEO
• Arranges with vendors for services, prepares agendas, gathers and organizes supporting information
• Schedules, assigns, and prioritizes workload by setting appropriate deadlines.
• M.E.N.T.O.R.S., INC. reserves the right to add or change duties at any time.

Job Qualifications

• Education: High School Diploma, Associate's degree, Bachelor's degree (Preferred)
• Experience: 1-2 years of related experience
• Work experience as an Executive Assistant, Personal Assistant, or similar role
• Excellent MS Office knowledge
• Excellent Outlook knowledge

Skills

• Excellent written and verbal communication
• Service orientation
• Administration
• Clerical
• Outstanding organizational and time management skills
• Ability to multitask
• Ability to work independently and in a team setting.
• Discretion and confidentiality
• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
• Values aligned to company directives
• Up-to-date with latest office gadgets and applications (Social Media)

PHYSICAL DEMANDS, ENVIRONMENTAL CONDITIONS, EQUIPMENT 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. Employee may be in contact with individuals and families in crisis who may be ill, using substances, and/or not be attentive to personal health and safety for themselves. The employee may experience several unpleasant sensory demands associated with a client’s use of alcohol and drugs, and the lack of personal care. 

The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. Employee is required to: Walk and climb stairs; Handle, finger, grasp, and feel objects and equipment; Reach with hands and arms; Communicate, receive, and exchange ideas and information by means of the spoken and written word; Be mobile by moving oneself from place to place quickly and easily; Repeat various motions with the wrists, hands, and fingers; Be able to have visual activity for (including, but not limited to) administrative and clerical tasks; Drive personal vehicle in and around Los Angeles County and periodically transport clients; Be able to enter various buildings that may require climbing stairs; Be subjected to outside environmental conditions.