What are the responsibilities and job description for the Executive Secretary and Administrative Assistant position at Penda Aiken?
Job Title: Administrative Assistant
Position Summary
The Administrative Assistant provides essential support to the Executive Director and office staff by managing communications, scheduling, and office operations. This role ensures efficient workflow and excellent customer service within the Charter School Office (CSO).
Key Responsibilities
Telephone & Communication
- Answer and route calls promptly and professionally; retrieve and return voicemail messages.
- Place outgoing calls as requested.
Correspondence & Documentation
- Sort, track, and distribute incoming mail.
- Prepare and format written correspondence on official letterhead.
- Draft and send email communications and CSO notifications to internal and external stakeholders.
- Maintain organized filing systems for documents and records.
Clerical Support
- Assist staff with photocopying, scanning, and filing.
- Respond to emails sent to the office inbox or forward to appropriate staff.
Scheduling & Travel Coordination
- Prepare travel forms and maintain travel logs.
- Schedule appointments for the Executive Director and staff.
- Organize virtual meetings and webinars via Zoom or Teams.
Office Operations
- Place and follow up on work orders for office equipment, phones, and software.
- Implement office policies and maintain efficient workflow.
- Resolve day-to-day operational issues and coordinate information flow.
Qualifications
- High school diploma or equivalent; associate degree preferred.
- 2 years of administrative support experience.
- Proficiency in Microsoft Office Suite and virtual meeting platforms (Zoom, Teams).
- Strong organizational and communication skills.
- Ability to manage multiple tasks and maintain confidentiality.