The Administrative Assistant provides administrative and clerical support to The Home. Incumbent attends several senior management meetings and takes and transcribes accurate minutes for documentation. Performs a variety of tasks to facilitate the smooth running of the administrative areas of The Home.

Provides secretarial and administrative support to the CEO. Answering and screening phone calls, taking messages, handling information in a confidential manner when necessary

• Types correspondence, memos, policies, and other narrative documents as needed.
• Attends and takes accurate minutes for a variety of meetings called by the CEO transcribes minutes and distributes them appropriately. Maintains files for all minutes in an organized manner.
• Schedules a variety of recurring and as hoc meetings, for the CEO. Using Outlook invites required attendees providing them with the date, time, and location of each meeting; and confirms attendance.
• Takes and transcribes accurate minutes for a variety of Home meetings; obtains proper signatures of the attendees; distributes minutes appropriately; and maintains files of all minutes recorded.
• Assists with special functions and events sponsored by The Home’s departments.
• Orders, organizes, and sells T-Shirts for The Home. (Stocks an assortment of sizes and colors.) Maintains a cash envelope and regularly processes excess funds to the Business Office Manager.
• Issues employee lockers to new staff, maintaining a list of lockers and who they are assigned to.
• Serves as a member of the Recognition Committee. Facilitates as needed.
• Assists in Converting paper into electronic records.
• Maintains current contract log/certificate of insurance.
• Serves as a back up for the Receptionist.
• Creates and processes check requests and purchase orders as needed.
• Processes special bulk mailings.
• Keeps a log of all checks, enters donations into database, and reconciles log with the bank statement.
• Processes mail, prints stamps, etc.
• Food ordering for meetings with external stakeholders.
• Performs other related tasks as assigned.

Education/Experience

• Bachelor’s degree preferred or five (5) years equivalent experience
• High degree of professionalism and confidentiality
• Strong interpersonal communication skills
• Strong organizational, time management, multi-tasking, and prioritization skills

Requirements:

• Must be able to sit, stand and walk for variable lengths of time
• Must be able to lift up to thirty five (35) pounds

• Must be able to talk, hear and have vision that includes close sight and the ability to adjust focus

• Competent in Microsoft Word and Excel
• Able to operate commonly used office equipment
• Must wear approved attire for this position (refer to dress code policy) and wear company-issued ID badge at all times

St. Mary’s Home is a home filled with love, friends and activities. Children and young adults with disabilities receive outstanding, comprehensive care from an extraordinary team of staff! We offer residential, medical, therapeutic, educational and recreational services, all provided with a gentle, loving touch.

We value a good life!

St. Mary’s Home is a proud to be an Equal Opportunity Employer. We are committed to providing a workplace where opportunities are available to all team members and applicants without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. We are committed to building a team that represents diverse backgrounds, perspectives, and skills. The more inclusive we are, the better we will be.

JOIN OUR TEAM!

Apply online or visit us at 6171 Kempsville Circle, Norfolk, VA 23502