Administrative Assistant to President & COO

Job Title: Administrative Assistant

Reports To: Chief Operating Officer

FLSA Status: Non-Exempt

JOB SUMMARY: This position is responsible for answering calls directed to the operator, specifically assisting the Chief Operating Officer with day-to-day, monthly, and annual projects, providing back-up for the Chief Operating Officer and a variety of assistance to all other departments as needed.

ESSENTIAL JOB FUNCTIONS:

The essential functions of the position include but are not limited to the following:

1. Professionally administer all incoming calls and redirect accordingly.
2. Greet and assist guests in a professional, friendly, hospitable manner.
3. Prepare and distribute Board and annual meeting materials.
4. Coordinate Board and annual meetings and follow-up tasks.
5. Maintain Board related records; and communicate changes to SBA.
6. Assist all departments as needed, providing specific assistance to support the Chief Operating Officer (IT Support, Facilities Management & HR).
7. Communicate staff absences.
8. Record and prepare Staff Meeting Minutes.
9. Coordinate Birthday Celebrations.
10. Coordinate handyman visit.
11. Manage office supply inventory.
12. Type memos, email notifications, correspondence, reports, and other documents as needed.
13. Produce and mail Thank You cards, Congressional & Senator letters.
14. Mail/Package preparation and distribution.
15. Perform a variety of clerical duties.
16. Copier and Postage Software Troubleshooting, Reporting, and Management.
17. Manage Christmas card/Mass mailings; and
18. Schedule/Coordinate third-party “Training Room” events and obtain sponsorship, when necessary.

ADDITIONAL RESPONSIBILITIES:

1. Make recommendations/suggestions to Chief Operating Officer for potential procedural changes to promote efficiencies within the company.
2. Attempt to attend all meetings where your presence is requested by management.
3. Attempt to attend all training classes/webinars provided by NWBDA that will benefit your current or future positions with NWBDA.
4. Assist with other requests or duties as requested by management; and
5. Comply with all Northwest Business Development Association’s policies, procedures, and operations manuals.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements detailed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Minimum Education and/or Experience

High school diploma or equivalent. Two plus (2 ) years of prior Administrative Support experience preferred.

Other Skills and Abilities

Dependable, reliable, and punctual. Professional appearance, pleasant demeanor, and positive attitude. Excellent telephone etiquette. Advanced personal computer skills with demonstrated knowledge of Microsoft Office, an ability to acclimate quickly to new programs; self-starter who works with minimal direction; strong verbal and written communication skills; interpersonal skills and team orientation; ability to prioritize work and remain adaptable under pressure to meet deadlines; ability to appropriately escalate issues requiring problem solving and decision making. Able to maintain constant confidentiality and a high level of attention to detail along with strong organizational and time management skills. Customer service driven.

Language Skills

Ability to read, analyze, and interpret business documents, correspondence, technical procedures, and/or governmental regulations. Ability to effectively present verbal and written information when responding to questions from managers, peers, or other business partners.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to define problems, collect data, establish facts, and draw valid conclusions. Demonstrates critical thinking tendencies to address problems decisively and to propose sustainable solutions. Accepts shared ownership and accountability for results.

PHYSICAL REQUIREMENTS:

This position is sedentary and requires the following physical activities:

1. Sitting or standing for long periods of time; occasional bending, squatting, kneeling, stooping; good finger dexterity and feeling; frequent repetitive motions; talking, hearing and visual acuity; and
2. Frequent lifting (up to 25 pounds of paper, supplies or minor office equipment).

WORKING CONDITIONS:

Office environment.

GENERAL BENEFIT DESCRIPTION:

1. Full time employees are covered by medical, dental, vision, and life insurance.
2. Employees are immediately eligible to enroll in and contribute to the company's 403(b) retirement plan and are eligible for a discretionary employer match (100% up to $5k Annually) the month following their sixth month anniversary.
3. Full time employees will also accrue vacation at the rate of 3.08 hrs/pay period for a maximum of 10 days in the first year of employment.
4. Full time employees receive 12 paid holidays throughout the calendar year in addition to a number of 1/2 days the day before some major holidays.
5. Employees earn 1.384 hours of paid sick leave for every 40 hours worked.
6. Full time employees earn 2 hours of PTO per month in addition to vacation and sick leave.