EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
Description
Job Title : Administrative Assistant to the COO (Non-Profit Workforce Development Board)
Department : Operations
Reports To : Chief Operating Officer (COO)
Location : Bridgeport, CT
Job Type : Full-Time / Non-Exempt
Salary : $52,500-$60,320
Position Overview :
The Administrative Assistant to the Chief Operating Officer (COO) will provide high-level administrative support to the COO and ensure the smooth operation of the COO's office. This position requires a proactive, organized, and detail-oriented individual capable of multitasking in a fast-paced, mission-driven environment. The Administrative Assistant will play a key role in coordinating activities, managing communications, and supporting the operational needs of the Workforce Development Board.
Essential Duties and Key Responsibilities :
Manage the COO's calendar, including scheduling meetings, appointments, and events.
Prepare and organize materials for meetings, including agendas, reports, and presentations.Coordinate travel arrangements and accommodations for the COO as needed.Handle confidential information with discretion and professionalism.Maintain filing systems, both digital and physical, ensuring proper documentation and organization.Manage office supplies and handle procurement as necessary.Communication & Coordination :Act as the primary point of contact between the COO and internal / external stakeholders.
Screen and direct calls, emails, and inquiries, prioritizing communications and responding on behalf of the COO when appropriate.Assist in drafting, editing, and sending correspondence, reports, and other documents on behalf of the COO.Coordinate and attend internal and external meetings on behalf of the COO, taking detailed notes and preparing follow-up action items.Project Management & Event Coordination :Assist with project management tasks, ensuring deadlines are met and deliverables are completed on time.
Coordinate logistics for meetings, conferences, and events, including venue booking, catering, and participant coordination.Help track the progress of various initiatives and programs under the COO's oversight.Ensure effective communication and collaboration between departments, team members, and partners.Data Management & Reporting :Maintain and update databases, contact lists, and tracking systems.
Assist with gathering data and preparing reports for the COO's review, including financial reports, program metrics, and workforce development trends.Monitor key performance indicators (KPIs) and assist in compiling reports for funders, stakeholders, and board members.Board & Executive Support :Support the COO in preparing for Board meetings, including organizing agendas, materials, and presentations.
Take meeting minutes during Board and leadership meetings, distributing them to relevant parties afterward.Assist with onboarding new Board members and other key stakeholders.Other Duties :Provide general office support as needed, including greeting visitors and assisting with general inquiries.
Stay informed on organizational activities and strategic initiatives to provide informed support to the COO.Perform other duties as assigned by the COO to ensure the effective and efficient operation of the office.Qualifications :
Bachelor's degree or equivalent experience in administration, business, or a related field.3 years of experience in an administrative role, preferably within a non-profit or workforce development setting.Strong organizational, time-management, and multitasking skills with the ability to prioritize tasks effectively.Excellent written and verbal communication skills, with an ability to communicate professionally with stakeholders at all levels.Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.Ability to handle sensitive and confidential information with discretion.Knowledge of workforce development programs and the non-profit sector is preferred.Strong interpersonal skills, with a collaborative and team-oriented mindset.A proactive, self-starter who thrives in a dynamic, fast-paced environment.Physical Demands :
Ability to sit for extended periods of time and work at a computer.Occasional lifting of office supplies and materials (up to 20 lbs.)SUPERVISORY RESPONSIBILITIES
Responsible for own work and not required to direct or supervise other personnel, but may occasionally instruct or show another employee how to perform specific tasks.
COMPUTER SKILLS
The ability to acquire more advanced computer skills and be proficient in the advanced knowledge of software such as Microsoft Word, Excel, PowerPoint, Outlook, etc.
OTHER SKILLS AND ABILITIES
Microsoft Office Suite - high level of expertise
Position Requirements
Full-Time / Part-Time
Full-Time
Travel Requirements
Exempt / Non-Exempt
Non-Exempt
Location
WorkPlace - 1000 Lafayette
About the Organization
This position is currently accepting applications.
Salary : $52,500 - $60,320
