Administrative Assistant

Description

SUMMARY: This position is responsible for assisting the CEO and Senior Management team with daily activities and projects, performing a variety of clerical duties.

DUTIES and RESPONSIBILITIES:

1. Schedule and maintain travel arrangements for staff and Board of Directors; schedule meetings and conferences and contact the appropriate persons to attend.
2. Greet guests, visitors and or vendors and direct them to appropriate personnel/offices.
3. Work with the Board of Directors as directed by the CEO to coordinate logistics of meetings, field calls, draft and disseminate meeting notices to include agendas, minutes and informational materials.
4. Maintains electronic and paper files and assists in document production and dissemination.
5. Handle a variety of matters that may involve contact with various staff, board members, committees.
6. Answer phones, questions and requests, screen calls and takes messages.
7. Route agency and staff mail, conduct mail drops of outgoing and special delivery mail, open, log, and distribute incoming agency checks for internal processing and internal control purposes.
8. Maintain governance documents and files including minutes and those related to committees such as quality assurance, strategic planning, bylaws, finance, etc.
9. Prepare certain documents and handle confidential matters in accordance with MAP’s policies and procedures.
10. Order, manage and maintain inventory of certain office supplies and equipment.
11. Performs other duties as assigned.

Qualifications

EDUCATION:

• High school diploma or equivalent. Bachelor’s degree preferred. 

EXPERIENCE, KNOWLEDGE and SKILLS:

• Knowledge of office techniques and practices.
• Knowledge of grammar, spelling, and punctuation.
• Skill in taking and transcribing dictation, writing and communicating effectively.
• Skill in answering the phone and responding to questions.
• Skill in time management, prioritization, and multitasking.
• Ability to establish and maintain effective working relationships with other employees and the public.
• Ability to work under pressure, communicate.
• Ability to read, interpret, and apply MAP’s policies and procedures.
• Ability to identify problems and organize information.
• Ability to multi-task, establish priorities, and coordinate work activities.
• Ability to type 60 words per minute using word-processing software. Competently use Microsoft Office, including Word, PowerPoint, Excel, and Outlook
• Possess flexibility, personal integrity and the ability to work effectively with other staff members.
• Ability to use standard office equipment including computers, fax machines, copiers, printers, telephones, etc.
• Ability to be flexible by attending Board of Directors meetings, retreats, etc. after scheduled business hours.

PHYSICAL DEMANDS:

• Must be able to perform all duties with reasonable accommodations.
• Able to move intermittently throughout the workday.
• Able to sit or stand for long periods of time.
• Able to cope with interruptions.
• Possesses sight/hearing senses or uses prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
• Work in an office environment for long periods of time.
• Work may require sitting for long periods of time, stooping, bending and stretching for files and supplies. Occasionally lifting files or paper weighing up to 30 pounds.
• Requires manual dexterity sufficient to operate a keyboard and hearing must be in the normal range for telephone contacts.

WORKING CONDITIONS:

The Administrative Assistant position requires interaction with diverse groups of customers and vendors, thus working conditions require significant tact and judgment daily. May be required to occasionally work evenings and/or weekends.

The above is intended to describe the job functions, the general supplemental functions and the essential requirements for the performance of this job. It is not to be construed as an exhaustive statement of supplemental duties, responsibilities, or non-essential requirements.