Part-Time Administrative Assistant

About the role

National Capital Treatment & Recovery, formerly Phoenix House, a nonprofit substance use treatment facility, is hiring a part-time Administrative Assistant to work with the President, CEO, and Board of Directors. This position is responsible for assisting the President and CEO with maintaining regular communication with the Board of Directors including activities, meetings, and other pertinent information or communication. The role also provides administrative support to the President and CEO including but not limited to scheduling, meeting coordination, collection and dissemination of materials or reports, and other duties as assigned.

Responsibilities

• Draft general responses and correspondence on behalf of the President/CEO
• Prepare presentations and manage projects on behalf of the President/CEO and Board of Directors
• Serve as the Board of Directors' liaison and administrative/logistical support staff
• Coordinate logistics and attend all regularly scheduled Board and Board Committee meetings
• Capture and distribute Board meeting minutes, agendas, reports, and materials to all Board members
• Provide Board meeting reminders via phone and email to Board of Directors
• Replenish and order inventory needs for the office
• Perform filing, charting, faxing, and all other administrative functions as required
• Create, update, distribute, and maintain all Board materials, including Board Manual, Board Meeting Packets, Strategic Plan, etc.
• Handle all logistics for onsite, offsite, and virtual Board meetings (e.g., invites, refreshments, set up, materials, IT requirements)
• Oversee the Board SharePoint site for all current and archived Board materials

Qualifications

• Advanced computer skills with proficiencies in Microsoft Office: Word, Excel, PowerPoint
• Advanced proficiency in SharePoint
• Design and produce presentations and reports using Microsoft Office, particularly PowerPoint, Word, and Excel
• Excellent communication and interpersonal skills, both written and verbal
• Strong attention to detail, analytical abilities, and organizational skills
• Excellent judgment and discretion
• Review and process high volume of email and written correspondence, handling and routing as appropriate
• Handle busy calendars, set meetings/appointments as needed
• Strong ability to troubleshoot issues
• Self-motivated, flexible, with a willingness to learn new concepts
• Demonstrated ability to effectively manage multiple priorities and projects; independent worker; self-starter
• Other duties as assigned by supervisor

Knowledge and Skills

• Clear, articulate speaking voice with good grammar skills
• Intermediate to advanced typing/computer skills required
• Good organizational skills with attention to detail
• Demonstrated ability to greet all visitors in a positive, welcoming, and courteous manner; present a professional personal appearance
• Ability to multi-task; advanced working knowledge of general office equipment and administrative practices
• Ability to prepare and maintain required documentation
• Ability to comply with state and federal regulations regarding confidentiality

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities. In the course of performing this job, one typically spends time sitting, walking, climbing stairs, standing, carrying, lifting up to 15 pounds, listening, speaking, typing, reading, and writing.

Work Environment

This position works in a congregate care environment. This is an on-site direct care position. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties and responsibilities of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and responsibilities. Employees may be exposed to infectious diseases/illness. Appropriate preventive measures should be taken, including being up to date with vaccinations and practicing good infection control protocols.

Schedule

Part-time, Monday through Friday, 20 hours per week, hourly. Schedule can be flexible, with most hours in the afternoon due to Board meetings.