Administrative Assistant

Position Description: Administrative Asst will oversee the day to day operations of S.T.R.O.N.G. Youth with respect to office administration and program support. The responsibilities of the Administrative Assistant at S.T.R.O.N.G. Youth, Inc. are briefly described below.

In addition to the day to day responsibilities, the Administrative Assistant expected to uphold the image and reputation of this organization, which it has worked hard to attain since 2000. They are to develop, and work with a team of people who will work hard and diligently to provide our community with the best possible programs for young people.

Administrative Assistant’s responsibilities include, but are not limited to:

Office Administration:

• Facilitating office functioning, including receiving mail, answering phones, filing, scheduling, and greeting/registering building guests.
• Draft correspondence and emails on behalf of the Executive Director.
• Maintain an organized filing system both in the office and utilizing the Cloud.
• Assist with maintaining the agency database of contacts, mailing list, and donors.
• Carry out clerical tasks and projects assigned to them by Executive staff.
• Responsible for working with program staff to keep program/common areas of the office organized and clean.

Program Support:

• Works with program staff to plan and organize special events.
• Work with staff in collecting and organizing program data collected.
• Prepare meeting notices and minutes of meetings.
• Facilitate the scheduling of presentations and appointments for staff.

Finances and Banking:

• Work with the Bookkeeper and Executive Director in preparing reimbursement claims for funders and invoices.
• Forwards all income receipts, bill payments, and supporting documentation to the organization's bookkeeper/CPA.

Marketing:

• Collecting and organizing of program videos and pictures, ensuring those materials are properly backed up and uploading organized albums.
• Assisting Executive Director in periodically update organization's website, social media accts and printed marketing materials.

Other duties:

Other duties as assigned or deemed necessary.

The successful candidate should be or have the following:

• At least four years of general office experience with a track record of efficiency and completion as IS A MUST! References will be checked.
• Bilingual Spanish is a plus.
• An energetic, focused, hard worker with a cheerful disposition who is an effective team member.
• Possesses the ability to work independently, prioritize work, meet deadlines, and show initiative in taking on projects; manages time efficiently and has well-developed administrative skills.
• Demonstrates precise attention to detail and organization with impeccable follow-through.
• Responds flexibly as issues and tasks arise.
• A confident and effective communicator with solid people skills -- by phone & in person -- with varied audiences (bilingual a plus)
• Proficient transactional (business correspondence) writer & familiarity with social work terminology.
• Proficient in Microsoft Office applications (Word, Excel, Powerpoint and Publisher) and IT tools and software such as Google Drive, Constant Contact, Canva, Survey Monkey, Asana, etc.
• A collaborator who likes to share information and ideas with colleagues to achieve excellent results.
• Ability to handle confidential information with discretion and integrity a must.

------ Although college experience/ is preferred, the ideal candidate has all the necessary skills noted above, coupled with tremendous motivation and a desire to contribute their administrative skills to S.T.R.O.N.G Youth's growth.

Program Location: Nassau County, New York

Days & Hours: Monday – Friday from 9:30am-3:30pm.

Job Types: Part-time

Expected hours: 30 per week