Community Outreach Administrative Assistant

General Summary

Under the direct supervision of the Community Outreach Director, the Community Outreach Administrative Assistant provides high-level administrative and operational support to ensure the efficiency and effectiveness of the Director’s responsibilities. This role is responsible for managing the Director’s schedule, handling correspondence, coordinating key meetings and projects, and maintaining essential records. 

Education and Experience

1. High school diploma required; Associate’s or Bachelor’s degree preferred.
2. Minimum of three years of executive or administrative support experience, preferably supporting a senior leader.

Required Skills/Abilities

1. Excellent organizational skills with the ability to prioritize multiple tasks and meet deadlines.
2. Strong written and verbal communication skills, including the ability to draft professional correspondence.

1. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), as well as virtual meeting platforms (Zoom, Teams).
2. Discretion and professionalism in handling confidential and sensitive information.
3. Ability to work independently, anticipate needs and proactively solve problems.
4. Strong attention to detail and ability to track follow-ups and action items effectively.
5. Flexibility to adjust to changing priorities and handle occasional evening/weekend commitments as needed.

Duties/Responsibilities

1. Manages the Community Outreach Director’s calendar, scheduling internal and external meetings, handling logistics and ensuring appropriate preparation.

1. Serves as the primary point of contact for the Community Outreach Director’s communications, including drafting emails, memos and reports.
2. Organizes and prioritizes tasks for the Community Outreach Director, ensuring deadlines are met and urgent matters are addressed promptly.
3. Screens and triages inquiries, responding on behalf of the Community Outreach Director when appropriate.
4. Assists in the preparation of presentations, reports and key documents for meetings, events and strategic initiatives.
5. Provides logistical support for the Community Outreach Director’s engagements, including preparing agendas, coordinating materials and documenting key takeaways.
6. Assists in managing high-priority projects for the Community Outreach Director, tracking progress and ensuring deliverables are met.
7. Supports the Community Outreach Director in coordinating and executing special initiatives, partnerships and speaking engagements.
8. Organizes and maintains records related to the Community Outreach Director’s work, including meeting notes, contacts and reports.
9. Handles the Community Outreach Director’s travel arrangements, including booking flights, accommodations and expense reconciliation.
10. Prepares and processes invoices, expense reports and budget-related documentation on behalf of the Community Outreach Director.
11. Maintains an organized system for tracking commitments, follow-ups and key deadlines for the Community Outreach Director.
12. Acts as a liaison between the Community Outreach Director and internal/external stakeholders, ensuring smooth communication and follow-ups.
13. Drafts and proofreads correspondence, presentations and other materials for the Community Outreach Director’s review.
14. Supports the Community Outreach Director in engaging with key partners, including scheduling meetings, sending reminders and following up on action items.

Working Conditions

1. Works primarily in an office setting, with occasional travel for events or meetings.
2. Must be able to lift and transport materials (up to 25 lbs.) for meetings or events.

1. Valid driver’s license and reliable, insured automobile for transportation.
2. Manual dexterity sufficient to operate telephones and computers.
3. Ability to accurately communicate, converse, and exchange information in English over the telephone and in person.
4. Computer literacy in a Microsoft Windows environment and demonstrated competency in the use of Microsoft Office software programs.
5. Attention to detail and use of a computer screen may produce mental and visual fatigue.

1. This position is Level 3 – Low to no exposure to Bloodborne Pathogens and no exposure to TB. These staff members do not visit hospitals.