Administrative Assistant - Temporary

Key Responsibilities

• Provides administrative support to ensure efficient office operations.
• Supports colleagues across the organization as needed and adapts to changing priorities.
• Ensures that deadlines are met and that competing demands are balanced effectively.
• Presents a positive and professional image for the organization at all times.

Communications & Correspondence

• Answers customer mailbox inquiries promptly and professionally.
• Responds to emails and other digital queries and correspondence.
• Drafts and edits letters, reports, and other documents.

Records, Documents & Data Management

• Maintains digital filing systems and shared file structures, records, and reusable process documentation to support continuity and smooth handoffs.
• Inputs and updates information in databases and spreadsheets with a high degree of accuracy.
• Uses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently.
• Conducts research as requested and compiles and summarizes information for reports or presentations.
• Compiles and maintains multi-year data and key performance indicators (KPIs) to inform planning and reporting.

Meeting & Event Coordination

• Schedules meetings, prepares meeting agendas, and takes meeting minutes.
• Captures and compares quotes for vendors, venues, and logistics.
• Serves as a central point of contact for vendors, venues, and logistics.

Project & Budget Coordination

• Builds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on track.
• Tracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-making.

Confidentiality & Compliance

• Handles sensitive information with discretion to maintain confidentiality and security and to ensure compliance with privacy policies and regulations.

Education & Work Experience

• High school diploma or GED equivalent; some college coursework a plus.
• Minimum of 2–4 years of relevant experience.
• Prior office experience.
• Proficiency in Google Workspace (Docs, Sheets, Drive, Gmail, and Calendar) and Microsoft Office (Word and Excel).

Skills & Requirements

• Positive, customer-focused attitude in dealing with a variety of volunteers and members.
• Excellent English-language skills, both written and oral.
• Strong organizational and time-management skills, with the ability to balance demands and meet schedules.
• Ability to handle multiple projects simultaneously and to track and report the status of each.
• Ability to work under pressure in a fast-paced environment.
• Helpful attitude, with the ability to anticipate and address administrative issues.
• Cooperative approach to working with other staff to address member issues.
• High-quality standards, including a high degree of accuracy in communications and record keeping.
• Professional demeanor, with the ability to handle confidential material.
• Sensitivity to diverse cultures and customs.
• Project-management mindset, with the ability to plan, prioritize, and drive multiple concurrent workstreams through to completion.
• Persistent follow-through includes tracking open items and chasing outstanding tasks until they close.