Administrative Assistant

Pay Range: $20 to $26 per hour

Schedule: 8am to 4pm Monday through Friday

About the role

The Administrative Assistant provides high-level, direct, business-related administrative and clerical support to the Executive Director (ED), the Director of Service Delivery, the Director of the Local Education Agency (LEA), and the Director of Professional Development and Research (Directors). This support includes managing calendars, scheduling appointments, taking notes and meeting minutes, managing stakeholder inquiries, task management, electronic file management, submitting documents for review and signatures, and maintaining organizational confidentiality.

Responsibilities

• Triage emails, phone calls, and other requests for meetings; answer questions efficiently and escalate to the appropriate individual, as needed
• Schedule appointments, maintain and update the ED and Directors’ daily calendar, coordinate local travel arrangements, prepare itineraries, plan details and logistics, maintain and submit accompanying expense reports for reimbursement
• Create meeting agendas in advance, take notes, and provide minutes; maintain confidentiality of highly sensitive information
• Participate in city-wide, statewide, regional meetings and conferences, and provide mobile, on-site support as needed
• Process requests for approval and/or signatures from Fiscal, Human Resources, Operations, Real Estate, Information and Technology, and others, as requested
• Work collaboratively with other administrative assistants and/or executive assistants to facilitate business flow within the program and larger organization
• Maintain a strict and rigorous time schedule including accounting for breaks and travel time between meetings
• Provide summaries, reminders, task list reviews, and to-do lists for the ED and Directors; assist with ensuring deadlines and timelines are met
• Schedule regular check-in meetings with the ED and Directors to review outstanding items and prepare for upcoming meetings or events
• Document, track, organize, prioritize, and process staff, agency, and community partner requests, issues, and needs
• Create, revise, and proofread PowerPoint presentations, Word documents, and letters; convert and file PDF documents as needed
• Perform financial tasks including processing invoices, completing mileage, and managing receipts and purchase requisitions
• Create and update spreadsheets, records, and databases, including personnel, financial, and other data as required
• Analyze documents, prepare executive summaries, draft communications, and submit timely research reports as requested
• Perform other duties as assigned

Requirements

• High School diploma or Graduate Equivalency diploma (GED); Associate degree with specialized training in administrative/office work preferred
• Two (2) years of experience in an administrative setting; executive management experience in a corporate/administrative setting preferred
• Demonstrated ability to work effectively as part of a team
• Ability to work in a fast-paced environment and manage multiple, often competing, priorities
• Strong attention to detail
• Strong time management and organizational skills
• Excellent judgment with the ability to solve problems and make decisions in collaboration with management
• Ability to anticipate future needed changes or identify problem areas and take effective actions
• Excellent customer interaction, collaboration, presentation, and written and verbal communication skills
• Intermediate experience with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint
• Current, valid driver's license in state of residence, minimum of two (2) years of driving experience within the United States, and an acceptable driving record

Benefits

• Generous Paid Time Off
• Comprehensive Medical/Dental/Vision Benefit Packages
• Earned Wage Access/On-Demand Pay
• Paid On-the-Job Training
• Tuition Reimbursement
• Career Advancement Opportunities and Growth
• Flexible Schedules
• Retirement Savings Plan