Administrative Assistant

We are looking for a detail-oriented Administrative Assistant to support library leadership in a library setting. This Contract position will play a central role in keeping daily operations organized, communications clear and effective, and executive priorities moving forward. The ideal candidate is detail-oriented, resourceful, and comfortable managing schedules, correspondence, meeting logistics, and a variety of administrative projects in a fast-paced environment.

Responsibilities

• Manage the Director's calendar by coordinating appointments, tracking commitments, and providing timely reminders to support an efficient daily schedule.
• Prepare for meetings by gathering background materials, researching relevant contacts or organizations, and ensuring the Director has the information needed in advance.
• Draft, revise, and format routine communications, reports, and other written materials with a high level of accuracy and attention to detail.
• Address inquiries and concerns from internal and external contacts, providing helpful information and handling sensitive matters with tact and diplomacy.
• Arrange travel plans, schedule meetings, and oversee logistical details to ensure smooth coordination of events and leadership activities.
• Organize and support Board Meetings, including attendance, documentation, follow-up tasks, and distribution of meeting records.
• Record, edit, and circulate meeting minutes while maintaining clear and timely documentation for stakeholders.
• Research and compile information for special assignments, analyze data as needed, and prepare routine summaries or reports.
• Partner with public relations and other internal teams on projects such as press clipping coordination, programming support, supply management, and additional administrative initiatives.
• Maintain dependable attendance and carry out responsibilities in alignment with organizational policies and established procedures.

Requirements

• Demonstrated experience providing administrative support in an office, executive, or departmental setting.
• Proficiency in administrative assistance functions, including calendar management, document preparation, and general office coordination.
• Ability to handle inbound calls, respond to requests for information, and interact effectively with a wide range of individuals.
• Strong data entry and recordkeeping skills with close attention to detail and accuracy.
• Experience with receptionist or front-office responsibilities, including communication support and visitor or inquiry handling.
• Excellent written and verbal communication skills, with the ability to prepare correspondence and meeting documentation.
• Strong organizational skills and the ability to manage multiple priorities, deadlines, and special projects effectively.
• Sound judgment, discretion, and diplomacy when dealing with confidential or sensitive information.