Job Summary:

Administrative Assistant

Function of Job:

Under the supervision of both the CEO and COO and with a focus on continuous improvement and customer service, provide support in administrative and business matters by performing varied office support tasks for the agency in general, accounting, human resources, programs, and other areas as needed, including organizing, communicating and coordinating information, using independent judgment, problem-solving skills, and initiative to determine approach or action to take in non-routine situations. Interpret and adapt agency guidelines, including policies and procedures.

Reports to: Chief Operating Officer

Characteristic Duties and Responsibilities:

• Perform a variety of tasks related to managing a front office, not limited to but including: Greet visitors, answer phones, open and review incoming mail, faxes, emails, memos and reports; determine importance and address as appropriate; operate office equipment and maintain office inventory records and supplies, manage telecommunications, filing, scheduling, database management.
• Track and maintain accurate agency attendance for both employees and clients, provide reports as necessary or requested
• Work with Nursing department and Programs on Client Referral-to-Intake process including maintaining a prominent role in managing documentation flow, communication, and uploading relevant data to the appropriate locations on the Google Drive.
• Assist with office business functions such as making purchases, collecting and depositing cash and/or checks; managing petty cash.
• Prepare letters, memos, spreadsheets, meeting minutes records, presentations and various reports as requested
• Manage and maintain agency calendars and meeting schedules, including all senior management staff
• Maintain personnel files, assist in creating and revising job descriptions, maintain and revise the agency handbook on policies and procedures, assist with recruitment efforts for all personnel including placing job ads, scheduling candidates, phone screening, preparing interview and hiring packets, managing the receipt of all employee documentation, prepare employee separation notices and related documentation.
• With input from the executives and other senior management, assist or manage communications to the Board of Directors, other committees, business partners and groups and prepare meeting materials
• Serve as agency function manager for high profile events and work closely with executives in areas needing attention or presence of the executives, such as high profile events, fundraising events, interviews and other presentations
• Coordinate participants, materials, catering and agendas for all executive hosted meetings, with input from other members of senior management.
• Efficiently and accurately complete projects, and manage a broad range of short and long term projects
• Perform related duties as assigned

Knowledge, Skills and Abilities:

• Outstanding customer service skills
• Excellent verbal communication and writing skills
• Demonstrates problem solving, organizational and analytical skills
• Strong skills with Word Processing, Excel or Google Sheets, and other software applications; Google Platform a plus
• Aptitude for learning new business, office management, accounting and technology procedures
• Ability to exercise discretion and confidentiality
• Proven experience building relationships with diverse individuals and groups
• Creates a welcoming and productive business environment
• Highly detail oriented and organized
• Ability to initiate and complete tasks
• Ability to manage own schedule

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Amesbury, MA 01913: Relocate before starting work (Required)

Work Location: In person