REPORTS TO: Executive Assistant to CEO

General Definition and Scope of Job

The Administrative Assistant will support the Executive Assistant to the CEO and Director of Development with various office support duties. She/he will be responsible for taking minutes for various staff committee meetings. The Administrative Assistant will ensure proper minute taking and timely completion as well as provide various office support as needed to Leaders. The Administrative Assistant will answer incoming calls during her/his regularly scheduled hours and will be responsible for meeting and calendar management. The Administrativel Assistant will produce monthly reports as requested by leadership.

Minimum Skills, Experience and Educational Requirements

  1. High School Diploma or equivalent required; Associates Degree preferred;
  2. Strong computer skills; knowledge of Microsoft Office, including power point, publisher and access.
  3. Must have computer accuracy and speed;
  4. Basic filing and typing skills;
  5. Must have strong communication skills;
  6. Ability to multi-task and change gears quickly;
  7. Personable and approachable demeanor with a positive attitude;
  8. Ability to work independently or as part of a team
  9. Must be able to read and write English.

Required Certifications and Licenses

Core Responsibilities

  1. Treats staff and others with care, respect, dignity, privacy, and confidentiality;
  2. General office duties, including answering phones, mail distribution, copying, scanning and faxing
  3. Perform minute taking and documents timely;
  4. Maintains hard copy and electronic filing systems
  5. Assist with meeting material creation and preparation
  6. Calendar and meeting room management for some senior and management staff.
  7. Office organization – assist with organizing office, filing, clean out and purging
  8. Assist with meeting planning, food ordering, meeting room set up, and breakdown.
  9. Office supply ordering
  10. Project work with various departments as needed and assigned by supervisor
  11. Gift processing
    a. Gift entry into Bloomerang, including scanning and uploading copies of checks/letters
    b. Generating/mailing gift acknowledgement letters (attention to detail critical)
  12. Assistance with prospect research (for example, researching who is supporting other FQHC’s, regional donors, etc.)
  13. Running donor reports from Bloomerang
  14. Special event support (June Bloom, Manet Medallion dinner, etc.)
  15. Overseeing donor mailings, including preparing mailing lists
  16. Assisting with social media activities (not essential, but would be helpful if the candidate’s interests)
  17. Performs other duties as required or assigned.

Critical Demands of the Job

  1. Manage multiple requests and prioritize appropriately;
  2. Ability to function in a faced paced setting;
  3. Attention to details and prompt follow up;
  4. Includes walking and standing for long periods of time, sitting for short periods of time, hand dexterity, clear hearing and speaking ability. Must be able to lift a maximum of 1/3 of their body weight;
  5. Excellent organizational and interpersonal skills.

Working Conditions

  1. Works in well-lighted environment with comfortable surroundings.
  2. Stressful at times due to competing demands, including attention to multiple patients and staff.

Required Availability

May be required to work a rotating schedule as the department requires. This includes evenings, holidays and weekends.