Administration & Operations Assistant

Description

This position provides high-level administrative support for a fast-paced, growing organization in the areas of special projects, development, Board of Directors activities, and customer services.  The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities.  The individual should be a forward thinker, who actively seeks opportunities and proposes solutions, with extreme attention to detail.  Position is located in the Agency’s main administrative headquarters in Urbanna,VA. Reports to Director, Administration & Operations. Compensation: $20.00 - $22.00 DOQ

ESSENTIAL FUNCTIONS

1. Administrative Support (50%)

• Completes a broad variety of administrative tasks including: completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel or event plans, itineraries, agendas; and compiling documents for meetings.
• Produce, edit, proofread, and distribute professional, accurate, and timely documents such as email, memos, letters, etc.
• Assists with strategic initiatives and executes special projects as needed; coordinates complex event and project details.   
• Assists with development of grant/funding narratives and reports; writes thank you letters to donors and enters appropriate information into Salesforce.
• Researches, prioritizes, and follows up on incoming issues; determines appropriate course of action, referral, or response
• Serves as staff and Board liaison to the President & CEO in the Director of Administration and Operations’ absence.

1. Board & Committee Support (30%)

• Handles all board-related matters with the utmost discretion and confidentiality.
• Creates Board meeting agendas and organizes content for creation of the final committee and Board packets.
  • Records and prepares all Committee, Board of Directors, Foundation Board of Directors, and Bay Health Solutions meeting minutes in accordance with parliamentary procedures.
• Prints, organizes, and distributes final meeting documents and other relevant materials; mails packets to virtual participants
• Maintains all historical documentation, rosters, compliance documents, and other administration for the Board.
• Sets up meeting space with appropriate materials; coordinate ordering and delivery of snacks and lunches.

1. Perform receptionist duties, as needed. (10%)

• Pick up the mail, sort and distribute; to include date stamping content and envelopes.
• Record incoming checks/money for daily deposit into appropriate fiscal logs.
• Manage call center phone system to connect to the appropriate department.
• Appropriately answer/screen telephone calls and connect to appropriate staff with introduction of who is calling and why they are calling.
• Receive and screen visitors to provide information and direct to the appropriate staff.
• Handle requests for information and data and resolve administrative problems and inquiries.
• Develop and maintain current knowledge of Agency operations and people in order to provide information to the public.

1. Other responsibilities as needed (10%)                                                                                                                                                             

KNOWLEDGE, SKILLS AND ABILITIES                                                                                                                                                  

• Microsoft Office programs (e.g. Word, Excel, Outlook, PowerPoint, Publisher) and standard office equipment

• Strong attention to detail and organizational skills with the ability to prioritize and multitask using effective time management.
• Expert written communication skills (letters, memos, reports, emails).
• Excellent verbal communication skills face-to-face and on the phone.
• Decision making:  Assess, manage, and successfully complete multiple competing priorities with minimal direction. Prioritize the urgency of situations, determine appropriate action where applicable.
• Strong customer service and interpersonal skills to establish and maintain trusting professional relationships with public, community partners, third-party providers, and funders
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of discretion.
• Experience in grant writing, fundraising, or development preferred.

WORKING ENVIRONMENT

Office-based position with minimal physical requirements (ability to lift 20 pounds, walking and climbing stairs). Occasional travel is required throughout the Bay Aging service area and the State of Virginia. Occasional overnight travel to attend trainings and conferences.

Qualifications

High School degree or equivalent required; bachelor’s degree in Business or Public Administration, Writing/English/Communications, Non-Profit Studies, or similar preferred. At least 3-4 years of experience with administration in an office-based setting and customer service. Non-profit administration experience preferred. Must possess a valid driver’s license.

FLSA status: This is a full-time non-exempt position.

Disclaimer:  This job description is not designed to cover or contain a comprehensive list of all activities, duties or responsibilities that are required of the employee.  From time to time, the supervisor will ask job holder to perform additional duties related to the completion of the work.

Bay Aging is an Equal Opportunity Employer. All applicants will be considered for employment without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran or disability status.  Bay Aging is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation, contact MaDena DuChemin, Human Resource Manager at (804) 758-2396, Ext. 1228 or mduchemin@bayaging.org.

Salary : $20 - $22