Job description

TITLE: Administrative and Operations Assistant

REPORTS TO: Chief Operating Officer

POSITION STATUS: Full Time 40 hours per week
HOURLY RATE: Competitive

POSITION SUMMARY
The Administrative and Operations Assistant (AOA) will provide administrative, operations and logistical support to the COO and operational departments. The AOA works collaboratively with all staff to support the mission. This position is a key link in supporting the efficient and smooth day-to-day operations of the organization.

SPECIFIC RESPONSIBILITIES
Administration: Provides clerical and general office support for the COO.

Maintain files and documents, managing and facilitating daily, weekly, monthly and annual mass mailings and surveys, assist departments as needed with administrative support. Manage calendar for member and volunteer orientations.

Board Support: Maintain and update electronic and hard copy files, minutes, progress and records related to the Board Committee meetings led by the COO.

Data Support and Reporting: Assist in the preparation of regularly scheduled reports. Become the organization expert and owner of pertinent software and databases to support the staff and to generate data for monthly key performance indicators and grant proposals or reports, as directed.

Special Projects: Assist with the administrative task related to completing projects under the direction of the COO and hold team members accountable to complete tasks to keep projects on time.

Events: Provide assistance to the Operations staff related to planning and implementation of events as directed including the preparing materials, coordinating schedules, arranging, reporting, and assisting with activities before, during, and after the event. Maintain a calendar and coordination of events and ensure all are staffed as needed.

Volunteer Coordination: Provide instruction and support for volunteers involved in various administration activities such as assisting with mailings, managing technology lending library, staffing of events and data entry.

Meeting Support: Schedule and coordinate various meetings as directed. Make arrangements, prepare materials, send notices, make calls as needed, prepare attendance lists, and accurately write and maintain records of minutes, agenda, supplementary and follow-up information and correspondence as appropriate.

Compliance, Contracts, and Policies/Procedures: Ensure that Programs and Services policies and procedures are up to date and follow an appropriate format prior to being submitted for final approvals. Track dates related to requirements associated with compliance and contracts and their renewals, including audits, and inspection schedules for identified programs. Provide support to assure adherence to organizational administration-related and operational policies, ensuring legal compliance and accountability.

Ethics & Professional Standards: Maintain a professional demeanor. Treat all people with respect & dignity. Ethical conduct and discretion are essential as well as the ability to use considerable judgment routinely working with confidential or sensitive information.

Other responsibilities as requested and assigned.

QUALIFICATIONS, SKILLS & ABILITIES:
§ Strong organizational skills with the ability to multi-task with accuracy.
§ Proficient in MS Office (Excel, Word, Outlook, PowerPoint)
§ Keen ability and willingness to learn proprietary databases.
§ Excellent time management skills and the ability to prioritize work.

§ Action and deadline oriented project management skills.

§ Problem-solving skills. Works well in a team and independently.
§ Highly flexible and a self-starter, comfortable taking initiative.

§ Ability to instruct and supervise volunteers ensuring excellent outcomes and satisfying experiences.
§ Knowledge of office management systems and procedures.
§ Basic knowledge of office equipment.
§ Excellent written and verbal communication skills.

REQUIREMENTS
§ Bachelor’s degree and previous experience as an Administrative Assistant, Office Manager, or operations support will be a plus.

§ Ability to lift 20 lbs.
§ Above average command of the English language

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Paid time off
• Referral program

Schedule:

• Day shift
• Monday to Friday

Experience:

• executive support: 3 years (Preferred)

Work Location: In person

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person