Job Description Summary
The Patterson Family Foundation office Administrative Assistant is a key member of the team, providing comprehensive support to ensure the smooth and efficient operation of the office and assisting executives with various administrative tasks. This role requires a proactive and organized individual with strong communication skills and the ability to handle multiple responsibilities in a fast-paced environment. This role requires work in the office 5 days a week and will report to the Senior Director of Operations.
Job Description
Essential Functions

• Office Maintenance : Oversee the maintenance of the office environment, including stocking supplies, ordering office supplies and equipment, handling mail, coordinating with vendors and service providers, and addressing facilities issues as they arise.
• Reception Duties : Sit at the reception desk to greet visitors, answer phone calls, and direct inquiries to the appropriate associates, providing a professional and welcoming presence at the front desk. Stay informed about the foundation's history and mission, organizational policies, procedures, and initiatives to provide accurate information and support to associates.
• Event Coordination : Assist in the planning and executing 3-4 events per year, including logistical arrangements, catering coordination, guest invitations, and on-site support during events.
• Executive Scheduling : Manage the scheduling and calendar coordination as needed for Patterson Family Foundation executives, ensuring efficient use of their time and prioritizing meetings and appointments accordingly.
• Document Preparation : Prepare and format documents, presentations, and reports as needed, utilizing Microsoft Office Suite and other relevant software.
• Meeting Support : Provide logistical support for meetings, including scheduling, preparing materials, taking meeting minutes, and arranging catering or other amenities.
• Associate Onboarding : Assist with onboarding new associates, including setting up workstations and providing orientation materials.

Personal Attributes

• Service-minded problem solver.
• Attention to detail and accuracy in all tasks.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks and manage multiple deadlines.
• Proactive and self-motivated with a strong sense of initiative.
• Ability to work both independently and collaboratively in a team environment.
• Professionalism and discretion when handling confidential information.

Skills and Experience

• A bachelor's degree in a relevant field is preferred.
• Previous experience in office management or executive assistant role.
• Experience with event planning and coordination.
• Experience in business writing and editing.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Must possess and maintain a current, valid driving license and auto insurance.
• Strong problem-solving skills and ability to think critically.