Administrative Assistant
Monday-Friday 8:00am-4:00pm
Brookville Mansion

Provides secretarial and clerical support to the Executive Director, Associate Executive Directors and Board of Directors. Arranges, prepares materials for, and attends Board meetings. Organizes and maintains files of the Executive Office and Board of Directors.

Qualifications:

* High school diploma or equivalent required.

* Prior experience as Administrative Assistant or Executive Secretary.

* Excellent organization, interpersonal, oral and written communications skills required. 

* Computer proficiency in all Microsoft Office Suite applications required.

* Ability to interact with all levels within an organization; work independently, and multitask required.

* Detail oriented.

Primary Duties and responsibilities include but not limited to:

1. Prioritizes and monitors multiple tasks as assigned by the Executive Director and Associate

Executive Directors in order to maintain an efficient day-to-day workflow. Prepares

correspondence documents, reports, charts, etc. as directed by the Executive Director and

Associate Executive Directors.

2. Screens telephone calls for the Executive Director and Associate Executive Directors and

either forwards calls to the appropriate party or takes messages. Keeps an incoming

telephone call log.

3.Organizes and maintains the files of the agency’s Executive Director, Board of Directors,

Board committees, and various corporations and programs. Maintains incoming mail log.

Distributes mail and faxes received in the Executive Office.

4. Arranges Board of Directors and Board Committee meetings of the various corporations. Works with the Executive Director and the Presidents to prepare the agendas, send meeting notices, and prepare necessary materials for meetings including the EDRs.

5. Attends Board of Directors, Board Committee, and agency management meetings. Records attendance and minutes at such meetings and then transcribes and maintains permanent records of the minutes. Distributes copies of the minutes to appropriate members of the Boards and Committees.

6. Maintains calendar for all meetings and events held in the mansion. Acts as liaison with maintenance for room setup. Assists with setup and cleanup for executive office lunch meetings; ensures lunch orders are correct upon delivery.

7.Checks in visitors and non-mansion employees who come to the mansion according to prevailing protocols.

8.Keeps available the bylaws, amendments, and roster of members of the various corporations’ Boards. Keeps up-to-date rosters of all Board committees including addresses, telephone numbers and email addresses. 

9.Maintains Board of Directors manuals and updates them on at least an annual basis. Distributes changes to Board members.

10.Maintains inventory of kitchen supplies. Orders supplies to ensure that adequate amounts are available for agency use. Ensures kitchen is kept clean and well stocked.

11.Performs all other job related duties as requested by supervisor.

12. Ensures that work-related safety procedures are in place and are being adhered to by staff. Observance of an unsafe act or a potentially hazardous work environment must be immediately reported to supervisor and/or safety committee.