Administrative Assistant

Job Description:

• Coordinates division communications, including taking calls, responding to emails, and interfacing with clients and other key stakeholders.
• Prepares internal and external documents for the Chief, Vice President, and division leadership utilizing Microsoft Word, Excel, PowerPoint, and Adobe PDF.
• Develops and sustains a level of professionalism among staff and key stakeholders.
• Responsible for the following support tasks, including, but not limited to, scheduling meetings and appointments for the Chief (including division, leadership and monthly meetings with direct reports); creating and developing presentations as assigned; generating purchase requisitions; reconciling monthly Visa statements; composing, typing, and proofing memos, and letters; assisting in corporate events; preparing agendas, attending meetings and documenting minutes and tracking to-do’s as assigned; tracking memberships for associations/organizations on behalf of the community living division; reserving Fleet vehicles for Chief and VP as needed; and checking Agency mail for the Chief and VP.
• Purchases supplies, Agency branded merchandise, and other items needed for division projects and meetings, as assigned.
• Assists and prepares for external partner and stakeholder meetings including but not limited to emailing meeting invites to attendees, preparing agendas, recording and documenting minutes, and coordinating follow up items.
• Manages and organizes files, records, and documentation in electronic document management system.
• Reviews employee timecards for Chief and VP.
• Supports the planning of projects within the Community Living Division and collaborates with team members to ensure timely completion of tasks and projects.
• Utilizes Microsoft Planner and OneNote to track project timelines, deliverables, and responsibilities.
• Provides support in developing and maintaining SharePoint sites for project collaboration and information sharing.
• Manages incoming and outgoing communications for the Chief of Community Living, ensuring timely responses and follow-ups.
• Serves as a key contact for Community Living registrations for events and training including annual required division trainings assisting as needed.
• Registers AAA5 team members for conferences and coordinates travel for division leadership.
• Assists division supervisors with onboarding and orientation of new team members, as requested.
• Upholds a strict level of confidentiality.

Qualifications:

• Minimum Associate Degree in Business, Secretarial Science, or related field and 4 years related experience preferred or high school graduate with minimum five years related experience.
• Strong written and verbal communication skills to communicate effectively with staff, volunteers, stakeholders, consumers, community partners and the public in an empathetic, inclusive, and supportive manner.
• Proficiency in Office 365, and general office technology including printers, copiers, scanners, and computers.
• Must have exceptional interpersonal skills with a friendly, courteous manner and a professional demeanor and appearance.
• Must have a valid State of Ohio driver’s license.
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Ability to make sound decisions and demonstrate critical thinking skills.
• Must possess excellent planning and time-management skills.
• Must maintain accuracy in a flexible and fast-paced environment.
• Proficient typing and transcribing skills.
• Experience with office procedures and related equipment.

Benefits:

• Full Medical Benefits - Health, Dental and Vision
• Life Insurance
• Supplemental Insurances available
• 403(b) Retirement Plan
• PTO - Holidays, Vacation, Personal, and Sick

Perks:

• Excellent benefit package including health, dental, vision & retirement
• Flexible work schedules with NO weekends and NO 'on-call' time
• Healthy work/life balance with: sick time, vacation time, personal time
• 11 paid holidays
• Voluntary Wellness Program with REWARDS, including insurance discounts
• Qualified employer for Public Service Loan Forgiveness program
• Opportunities to serve at community events

Job Type: Full-time

Pay: From $18.07 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• related: 4 years (Preferred)

Work Location: In person

Salary : $18