What are the responsibilities and job description for the Administrative Assistant position at ywcancin?

Job Description:

Full-time, 40 hrs/wk, Monday-Friday 8am-5pm

Manages office procedures, provides support for the President & Chief Executive Officer, the Board of Directors and other departments as needed.

The Administrative Assistant reports to the President & Chief Executive Officer

The Administrative Assistant has no supervisory responsibilities.

Provides support to the Chief Executive Officer, Board of Directors and other departments as needed.
Answer multi-line phone system promptly and professionally. Direct calls to appropriate staff or department based on caller needs. Handle crisis or high-priority calls by transferring to the Crisis Desk or completing a referral form according to protocol.

Must be able to maintain confidentiality and exhibit a calm, compassionate demeanor when handling during crisis situations.

Accurately document and track referrals and crisis call information as required.
Greet and assist walk-in clients, ensuring their immediate safety and comfort.
Monitor the front office area for safety and follow agency procedures when dealing with potential abusers, stalkers or individuals seeking information on clients.
Assists with the overall security of the facility by watching the front parking lot cameras and reporting according to established protocols.
Serves as the customer service representative for the agency and interacts with clients, vendors, donors and visitors.
Maintains office calendar to coordinate workflow and use of meeting rooms. Responsible for the coordination of on-site and off-site meetings including scheduling, setup including audio visual equipment and other items as needed.
Performs general clerical duties to include, but not limited to, distribution of mail and other documents, copying, faxing, mailing and filing.
Ensures all donations are recorded and donors are warmly acknowledged when they drop off donations.
Responsible for overseeing employee and visitor sign-ins; tracking and reporting volunteer hours (including volunteers, group members, Board of Directors and Committee members).
Files and retrieves organizational documents, records and reports.
Serves as a liaison with other departments and vendors.
Performs other duties as assigned by the Chief Executive Officer or members of the Executive Team.

1. 5. Education and Experience

High school diploma/GED plus three to five years administrative and executive office experience.

· Proficient in Microsoft Office, Google Workspace, AV equipment and technology

· Requires excellent grammar and spelling,

· Good organizational skills

· Ability to manage multiple tasks, good time management skills,

· Ability to maintain quality work with regular interruptions throughout the day

· Data entry proficiency

· Ability to work well with people and make decisions in emergency situations

· Ability to maintain accurate records

· Ability to work as part of a team

· Ability to follow instructions and complete assignments

· Ability to assess client needs and well-being

· Knowledge of women’s issues

· Extensive knowledge of software platforms

· Team player, trustworthy with confidential information, gracious and pleasant with others

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