Administrative Assistant

Job Purpose/Summary

This position is key in ensuring the office runs smoothly and efficiently. It supports the work of all departments and applicable projects along with support to the affiliate operations. A diverse understanding of the organization and operations is ideal. Participation in staffing events is also required. Ability to work with various work styles is important. The Administrative Assistant will set the tone and feel of CIS with employees and outside constituents alike when visiting the office. Positivity and professionalism are a key combination, as is flexibility, attention to detail, and managing different tasks at one time.

This position will perform any and all reasonable and work-related duties assigned by CIS of Nevada Leadership.

Duties and Responsibilities

Administrative & Office Coordination

• Schedule meetings statewide and manage Las Vegas-based meeting spaces.
• Schedule vendors for maintenance and repairs.
• Schedule and send State Office birthday and anniversary cards.
• Update employee status and structure in Microsoft and various applications.
• Send State Office birthday/anniversary calendar invites and keep updated list.
• Support HR on monthly State Staff meetings with calendar invites, logistics and agenda if needed.
• Manage incoming mail and deliveries. Acknowledge receipt and deliver to appropriate recipients.
• Facilitate outgoing mail, packages and returns.
• Purchase office supplies as needed for the State Office with approval and budget allowance.
• Greet office guests and facilitate a positive impression and clean office environment.
• Ensure State Office and Suite 223 are stocked with goods and supplies.
• Clean/wipe down State Office and 223 each morning and upon leaving (communal areas).
• Prepare meeting rooms before meetings and ensure technology is working.
• Manage the organization of the offsite storage space.
• Coordinate building resources including parking, keys and building announcements.
• Coordinate with WNV administrative support on office supplies and needs for State team members based in Reno.
• Perform general office related errands.
• Maintain State Office phone tree and attendant.
• Update and disseminate contact information for all management staff.
• Answer main phone line, transfer calls and take messages as needed.
• Maintain and monitor office alarm system and train new employees.
• Work with State Office departments on record retention/shredding schedule.
• Liaison with landlords for various communications/needs as necessary.

Executive Support

• Maintain CEO calendar and other Chief calendars as requested.
• Book travel for State Office staff as requested and coordinate statewide employee travel.
• Perform credit card management and administration, including CEO credit card.
• Coordinate and send Board Member and Leadership Circle Member birthday cards.

Vendor Relations & Support

• File appropriate business licenses across the state.
• Onboard State Office vendors as needed.
• Maintain vendor relationships and schedule as needed for maintenance.
• Coordinate events as necessary for the State Office.

Qualifications and Competencies

Qualifications include:

• High school diploma or Associate’s degree.
• Experience as an office assistant or related field.
• Positive attitude and flexibility to work in an ever-changing environment.
• High level of interpersonal and communication skills, attention to detail a must.
• Excellent organizational, coordination and administrative skills.
• Computer literate in MS Word, MS Excel, PowerPoint, Microsoft 365 and Internet use.
• Strong writing skills.
• Must pass criminal background and drug test as required.

Work Environment & Physical Demands

• Work environment is indoors and climate controlled. Frequently exposed to outdoor weather conditions.
• Moderate noise levels as found in a business office setting.
• Some lifting required (20 lb. maximum).
• Use of own automobile.