An administrative assistant's role is to provide support in finalizing organizational documentation for various projects and programs. Assistant is required to proofread documents for final layout and distributions to board members, ad-visors, committee members, staff and volunteers. This job requires a high level of precision and a strong orientation towards detail. Assist with organization operations manuals, policies and procedures, training documentation and presentations. Assist in conducting research for information pertaining to various projects and outreach programs being implemented. Coordinate meetings as requested including preparation and distribution of agendas and other advance materials, set-up of conference venues, preparation of refreshments, minute-taking. Act as the administrative contact for members of the committees; minute-taking and correspondence preparation as requested. Knowledge of virtual conference technology is desirable or be willing to learn.
Requirements:Passion for ministry work, experience in a personal assistant role. Ability to prioritize and manage multiple tasks. High-precision communication skills including excellent grammar, spelling and minute-taking ability. Must be very comfortable with office software packages and communication technologies including calendaring, presentation software, instant messaging, mailing lists and widgets. Experience with open source technologies a plus. Non-profit experience including working with donors, foundations and boards of directors a major plus. Discreet, tactful and flexible: able to gracefully support a range of contemporaries. Must have high standards: must continually strive to fine-tune and improve the systems and processes supporting the President, board members, committee members and to complete own work to a high degree of quality. Excellent organization skills, excellent written and oral communication skills, ability to work under pressure to meet deadlines and excellent interpersonal skills. Must be able to work flexible hours. Ability to conduct research, to participate as a team player to coordinate projects, and to plan, prioritize and coordinate multiple projects.
Tasks and assignments:
- Coordinate meetings information among various team members
- Be available to transcribe meeting minutes to be published and distributed
- Manage the virtual phone system, setting up extensions, ensuring the phone directory is up to date
- Monitor voicemail boxes for various departments
- Maintain and manage corporate calendar
- Manage department email address, check messages, and forward to appropriate parties
- Assist with establishing a virtual filing catalog system of corporate forms and publications
- Respond to general inquiries
- Management of contact information for marketing campaigns and notifications
- Management of customer database
- Post, record, and distribute information on upcoming events
- Demonstrate a knowledge of social media and other virtual/cloud based software or is willing to learn
Please note that this position is virtual and the hours are flexible.
