What are the responsibilities and job description for the Administrative Assistant position at Pat Summitt Foundation?
The Pat Summitt Foundation (the Foundation/PSF) was founded by Pat and Tyler Summitt in November 2011. Its mission is to advance research for treatment and a cure, provide care and support for patients and caregivers, and educate the public about Alzheimer’s disease and other forms of dementia.
The Administrative Assistant will report directly to the Executive Director. Specific responsibilities and qualifications are below.
Position Summary:
The Administrative Assistant will provide essential operational and clerical support to ensure the efficient functioning of the Pat Summitt Foundation. This role serves as a primary point of contact for external stakeholders and plays a critical role in supporting the Executive Director, the Board of Directors, Advisory Boards, and staff to further the impact of organization’s mission.
Responsibilities:
Provide administrative support to the Executive Director.
- Maintain Executive Director’s professional calendar, proactively identifying and resolving scheduling conflicts.
- Correspond on behalf of the Executive Director when necessary, screening incoming calls, and managing all correspondence with a high level of professionalism and discretion.
- Prepare briefing materials, agendas, and presentation decks for the Executive Director’s internal and external meetings.
- Monitor project deadlines, providing administrative follow-up to ensure timely completion of commitments.
- Assist with coordinating travel arrangements for the Executive Director, including itineraries, and registrations.
- Coordinate internal scheduling, including staff meetings and organizational calendars.
Provide support for the Board of Directors, all Advisory Boards, and Advisory Board Committees.
- Coordinate logistics for Board of Directors and committee meetings, including technology setup.
- Prepare and distribute meeting agendas, reports, and previous meeting minutes.
- Maintain official board records and compliance documentation.
- Attend weekly team meetings, quarterly PSF Advisory board meetings, and Advisory Board committee meetings.
Provide support to the Assistant Director of Operations.
- Handle incoming and outgoing mail and correspondence, ensuring timely and accurate processing of donations and gift acknowledgements.
- Perform basic bookkeeping tasks, such as recording expenses and organizing and paying invoices.
- Assist with the preparation of financial documentation for audits or grant reporting.
- Gain proficiency in the Foundation’s system-wide software platform.
Other duties.
- Manage and maintain office supplies, equipment, and procurement of goods and services.
- Assist with coordination of facility maintenance and repairs, monitoring and reporting any facility-related issues or concerns in a timeline manner.
- Serve as a key contact with Foundation’s vendors, maintaining accurate contact information and records.
- Provide prompt and efficient service to donors, prospective donors, and professional advisors.
- Perform additional duties as needed to further the mission of PSF that might include assisting with event planning and execution.
Qualifications:
- Bachelor's degree preferred with three years of experience, or equivalent combination of education and experience.
- Strong organizational and time management skills.
- Excellent attention to detail and accuracy.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Outlook Calendar).
- Strong communication and interpersonal skills.
- Ability to work independently and as part of a team.
- Ability to prioritize tasks and meet deadlines.
- A passion for the mission and work of the Pat Summitt Foundation.
- Experience with general office equipment to include scanners, copiers, printers, etc.
- Experience with basic financial data entry or accounting software.
Other Requirements:
This position is an in-office position and must be available from 8:30 a.m. to 4:30 p.m. Monday through Friday.