Administrative Assistant

STATEMENT OF THE JOB

The Administrative Assistant provides administrative and clerical support to the Senior Executive Assistant and executive leadership team. This position is responsible for coordinating meetings, travel, events, and office logistics, as well as assisting with general administrative tasks to ensure smooth operations within the Administration and Training Facility.

ESSENTIAL FUNCTIONS

· Assist the Senior Executive Assistant with scheduling meetings, travel, and event registrations.

· Prepare agendas, take meeting minutes, and distribute materials for meetings as needed.

· Set up and organize meeting and event spaces, including arranging equipment and materials.

· Provide general clerical support, including answering phones, sorting and distributing mail, and preparing documents.

· Maintain organized filing systems and assist in recordkeeping to ensure easy access to documents.

· Manage office supplies inventory and place orders as needed.

· Assist with coordination of staff and contractor activities as directed by the Senior Executive Assistant.

· Support projects and initiatives led by the Senior Executive Assistant, including follow-up tasks.

· Perform other administrative duties as assigned.

QUALIFICATIONS AND EXPERIENCE:

· High school diploma or equivalent required;
Associates degree in office administration or related field preferred.

· At least 12 years of administrative or clerical experience preferred.

· Experience in scheduling, meeting coordination, and clerical support preferred.

KNOWLEDGE / SKILLS / ABILITIES

· Exceptional ability to track details, prioritize tasks, and meet deadlines.

· Confidentiality:
Handles sensitive information responsibly.

· Strong organizational and time management skills.

· Excellent verbal and written communication skills.

· Ability to prioritize tasks and manage multiple responsibilities.

· Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

· Strong attention to detail and accuracy.

· Ability to work independently and collaboratively.

· Professional and courteous interpersonal skills.

· Works well with cross-departmental teams, especially program staff contributing grant data.

PHYSICAL REQUIREMENTS

· This is largely a sedentary role with prolonged periods of sitting at a desk and working on a computer.

· Must be able to lift to 15 pounds at times.

· Ability to move furniture or equipment for event/meeting setup as needed.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbents in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

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