What are the responsibilities and job description for the Administrative Assistant position at The J Arthur Trudeau Memorial Center?
About Us
For over 60 years, the Trudeau Center has been at the forefront of transforming the lives of individuals with intellectual and developmental disabilities. Our programs make an immediate and long-lasting impact on individuals of all ages, lifting them up by providing the support they need to thrive. And we have big plans to continue growing and evolving that work in the months and years to come.
Our Mission, Vision & Values
- Mission: Our mission is to promote an enhanced quality of life for individuals with developmental disabilities.
- Vision: We envision a diverse community where all people are valued and treated with dignity and have access to resources to help them lead productive lives.
- Values: We serve all individuals with compassion and respect. We are accessible and responsive, and we actively seek their input to better serve their needs.
The Role
J. Arthur Trudeau is seeking a highly organized, detail-driven, and people-focused Administrative Assistant to be the heart of our front office operations! In this role, you’ll play a key part in keeping things running smoothly and efficiently, providing essential support to both our employees and participants.
If you thrive in a fast-paced environment, love helping others, and have a knack for organization, this is a fantastic opportunity to make an impact while growing your career!
Essential Duties and Responsibilities
- Answer and direct phone calls courteously and professionally.
- Greet visitors and provide assistance, as needed.
- Supports security and safety efforts in the administrative office area, as well as the building.
- Assures the highest level of confidentiality with employee and participant information obtained/heard in the administrative area, or via various forms of correspondence.
- Schedule and maintain meeting space calendars for the Post Road location.
- Sort and distribute mail daily and go to the post office, as needed.
- Acceptance and routing of all deliveries to main office.
- Prepare communications such as memos, emails, invoices, reports and other correspondence.
- Write and edit communications, from letters to reports and instructional documents.
- Maintains donation and contract database software.
- Assists with Fundraising activities as needed.
- Assists with the health insurance credentialing process.
- Serves as a back-up for the Reverse Call System & RIBA notification systems.
- Create and maintain filing systems, both electronic and physical.
- Assists the Executive Assistant with notifications, Board packets, room scheduling, and set-up for the Board of Directors and Executive Committee meetings.
- Assists the CEO/CFO, as requested, with all administrative tasks.
- Maintain office cleanliness and organization.
- Performs copying, printing, faxing and related activities.
- Other duties as assigned by supervisor.
Experience and Skills
- 2 years of experience working in an office setting preferably with people with differing abilities preferred.
- Associate’s degree in a related field of study preferred.
- Maintain a professional and neat appearance so you represent the agency in a professional manner at the front desk when employees, participants, customers, and vendors come to the Post Road location.
- Strong verbal and written communication skills to interact effectively with employees, participants, customers, and vendors. Must be able to compose professional correspondence.
- Organization skills to keep accurate records and find important information quickly.
- Time management skills to prioritize and complete various tasks throughout the day.
- Patience and listening skills to respond appropriately and interact positively with upset employees, participants, and customers.
- Interpersonal skills, such as being personable and attentive, to create a pleasant experience for all employees, participants, and customers.
- Decision-making capability to address the best way to handle specific tasks and seek input from supervisor when necessary.
- Collaboration skills, such as regularly collaborating with employees, participants, and customers.
- Problem-solving skills to help employees, participants, and customers with potential issues.
- Proficient with Microsoft Office Suite products.
- Must have a valid driver’s license, current auto insurance, and safe driving record.
- Access to a personal vehicle to be used as needed.
Competencies
Technical & Organizational Skills:
Technical & Organizational Skills:
- Time Management – Ability to prioritize tasks and manage multiple responsibilities efficiently.
- Attention to Detail – Ensures accuracy in documents, scheduling, and data entry.
- Organization – Keeps records, files, and office systems well-structured and accessible.
- Technology Proficiency – Skilled in Microsoft Office (Word, Excel, Outlook, PowerPoint) and office equipment.
- Verbal & Written Communication – Clearly conveys information in both speech and writing.
- Professionalism – Maintains a courteous, positive, and professional demeanor at all times.
- Customer Service – Provides friendly, efficient assistance to employees, participants, and vendors.
- Critical Thinking – Identifies challenges and finds effective solutions.
- Adaptability – Thrives in a fast-paced environment and handles change with ease.
- Initiative – Takes proactive steps to improve office operations and anticipate needs.
- Discretion – Handles sensitive information with confidentiality and integrity.
- Compliance Awareness – Understands and follows company policies, procedures, and legal requirements.
Working Conditions
Environment:
Environment:
- Office Setting – Primarily works in an office environment, stationed at the front office, greeting visitors and handling inquiries. This area can be distracting at times with all of the activity that occurs in the front office.
- Collaborative Workspace – Engages with employees, leadership, and external contacts regularly.
- Standard Business Hours – Typically works a full-time schedule during regular business hours, with occasional flexibility based on organizational needs.
- Some Overtime or Special Events – May be required to work beyond regular hours for special meetings, events, or deadlines.
- Sitting for Extended Periods – Requires prolonged desk work, computer use, and phone communication.
- Light Lifting & Office Tasks – May need to lift office supplies, set up meeting rooms, or organize materials (typically up to 20 pounds).
- Fast-Paced & Multitasking – Must manage multiple priorities and deadlines in a sometimes-high-pressure environment.
- Computers & Office Software – Regular use of Microsoft Office, email, and scheduling tools.
- Office Equipment – Operates printers, copiers, fax machines, phone systems and postage machines.
Benefits at Trudeau
- 13 Paid Holidays
- Vacation, Sick, and Personal Time
- Medical, Dental & Vision
- Health Reimbursement Account (HRA)
- Employer Paid Life Insurance/Voluntary Life Insurance
- Voluntary Long-term Disability Insurance
- 403(b) Retirement Savings Plan
- Tuition Reimbursement
- Paid Trainings
- AAA Discount
- Pet Insurance
