Administrative Assistant

Summary

Reports to the Executive Director. Provides administrative and development support with professionalism and discretion. Serves as the primary point of contact for internal and external constituencies. Duties encompass a broad variety of executive and administrative tasks.

Qualities Required

• Strong interpersonal skills
• Strong computer skills
• Ability to multitask and manage day-to-day challenges
• Possess an attention to detail

Primary Responsibilities

· Serve as liaison between the Senior Staff, Board of Directors, residents and the public

· Communicates directly and on behalf of the Executive Director

• Coordinate and oversee special events/projects, i.e. Board Meetings, employee company events, fundraisers and press conferences, etc.
• Greet visitors, answer a variety of questions with tact and diplomacy
• Conduct research for services and special projects
• Review and send communications on behalf of the Executive Director
• Prepare drafts of oral and written communications for review

· Compose letters relating to routine correspondence for the Executive Director’s signature

· Organize and prepare for Board meetings; gather documents, email participants and attend to meeting logistics

• Attend Executive Committee and Board Meetings & Compile minutes for Board Secretary

· Maintain various records and documents, (i.e., Board & Executive Board meeting minutes, Board member profile folders, Board meeting attendance, Property Occupancy Statistics Reports, Company Organization Chart, Employee location and contact information, employee anniversary dates and birthdays, etc.)

Secondary Responsibilities

Office Management:

· Answer telephone - take messages - screen calls when applicable

· Address general inquiries

· Mail property applications as requested

· Receive and process company mail – disburse accordingly – to include inter office mail

· Purchase all company operating supplies

· Maintain office supply inventory

· Maintain and update company mailing list

· Mail Company Christmas cards

· Mail residents’ Birthday cards

· Publish annual Holiday calendar

· Maintain company files to include; general filing and fiscal-year file purging

· Oversee cleaning personnel to insure all janitorial duties are satisfactorily completed

· Observe the appearance of the office interior and exterior

Marketing:

· Create and collaborate content design for social media outlets; company website, Facebook, newspaper advertisements and collateral materials (i.e. brochures, banners, announcements, etc.)

· Prepare and publish The Sentinel, residents’ quarterly newsletter. Disburse copies to all properties and mail to selected local officials, supporters and Board Members.

· Participate in the annual Home for the Holidays Christmas Tree display at the Roberson Museum

“Potential” Responsibilities

Purchasing:

· Operational supplies for all buildings and main office

· Order and manage monthly Maintenance Supply / vending orders upon approval of the Facilities Management

· Receive and reconcile Maintenance orders

· Coordinate the disbursement of maintenance supplies with company courier

· Prepare data for Invoicing by Accounting Department

Fundraising:

· Promote the organization to the community

· Solicit potential sponsors and donors.

· Promote and organize fundraising events; Annual Golf Tournament and October Fest.

· Cultivate new fundraising ideas

Coin Collection (Laundry):

· In conjunction with the Accounting Manager, visit all buildings on a recurring basis to collect and reconcile laundry and vending revenue.

Job Type: Full-time

Pay: From $20.00 per hour

Schedule:

• 8 hour shift

Work Location: In person

Salary : $20