Administrative assistant // Job Summary

 

The Administrative Assistant provides support to all staff members, particularly the Assistant Director in organizing and streamlining all office related tasks. The Administrative Assistant is responsible for coordinating schedules, organizing office supplies and filing, managing correspondence, setting up meetings, and responding to inquiries. The Administrative Assistant is also responsible for acting as the first point of contact for the office to ensure communication is directed to the correct member of the team.


Reports to: Assistant Director
Employment Type: Temp Contract - Part time
Hourly Rate: $14-$16 per hour

GENERAL RESPONSIBILITIES

The Administrative Assistant’s role falls mainly into the following 4 categories: 

Scheduling and Planning:  

  • Managing general calendar

  • Assisting in keeping track of schedules for team members/confirming meetings 

  • Scheduling meetings for Executive Director/other staff as required

  • Reserve conference room for meetings and classes

Management/ Administration:

  • Completing administrative to do list from Assistant Director each week 

  • Enter donations in EveryAction

  • Managing 431 Contact Email and passing on information

  • Checking PO Box daily 

  • Writing thank you cards to: volunteers, new donors, lapsed donors

Office Organization  

  • Maintain filing system for important documents

  • Managing supplies and ordering stock

  • Answering phones and responding to voicemails

  • Maintaining organization and cleanliness in the office

  • Organization of the digital files on the Google Drive

Client Facing Duties:

  • Answering phone calls, have initial conversations as required, routing them to other staff

  • Assist with scheduling intake meetings 

  • Other duties as required

Required Skills/Abilities: 

  • Is an organized, proactive team player whose energy is infectious, bringing positivity and continuous support to those around them

  • Has exceptional communication skills, both verbal and written, allowing them to manage projects and expectations from leaders and other staff members

Education and Experience:

  • High school diploma or additional higher education, with 1-2 years of relevant experience

To apply, please email contact@431house.org with the subject line: Administrative Assistant and include your resume and tell us what your favorite holiday is and why?