Administrative Assistant

Position Overview

The 988 Administrative Assistant performs a variety of administrative duties for the 988 Lifeline executive leadership and program staff of the 988 Suicide & Crisis Lifeline (a network of some 200+ independently-owned crisis centers across the country) and related subnetworks. Reporting to the 988 Administrative Manager, the 988 Administrative Assistant is responsible for supporting these top executives -- along with their busy departments -- by ensuring the efficient organization and completion of administrative support using formalized, agreed-upon procedures.

Duties/Responsibilities

• Provides detailed, organized hands-on administrative support using established, transparent, systematic procedures for the 988 Lifeline executive leaders and their teams.
• Conducts scheduling and calendar management support for the 988 Lifeline executive leadership.
• Supports the 988 Administrative Manager with all 988 Lifeline executive leadership credit card account reconciliations.
• Collaborates with the Finance team on this process according to Finance protocols and monthly deadlines.
• Collects receipts, codes and reconciles monthly credit card statements for the executives using the agency’s expense management platform.
• Delivers travel logistics support for the executives, including flights and hotel accommodations using the agency’s travel procedures.
• Prepares required documentation and travel packets.
• Organizes and tracks all executive travel on the 988 administration team’s Asana board.
• Takes meeting minutes and distributes.

Required Skills/Abilities

• Robust ability to be forward thinking and proactive, rather than taking a reactive approach.
• Excellent verbal, written and computer skills.
• Effective time management, detail oriented, project coordination and organizational skills.
• Strong customer-service orientation and the ability to work effectively with all levels of internal leadership and staff, as well as consumers and external partners.
• Ability to work collaboratively and closely within the 988 administrative team as well as cross-functionally with other 988 Lifeline departments.
• Ability to be flexible and versatile in a changing work environment while maintaining effectiveness and efficiency.
• Advanced skills with MS Office, including Word, Excel, Outlook, Zoom and other platforms.

Required Qualifications

• 2 - 3 years of experience as an assistant or related position.
• Superior multi-tasking skills while working well under pressure.
• Associate’s Degree, with coursework in Business Administration required.
• Bachelor’s degree in Business Administration preferred.
• Certified Administrative Professional or related credential is a strong plus.
• Candidates will be asked to share a sample of work performed in Excel and a writing sample.
• Tri-state area residents are a plus.