Way Finders - Senior Administrative Assistant

Department: Real Estate Development   Hours: 30-40/week  Work Arrangement: Hybrid-remote

Senior Administrative Assistant

Way Finders is a 2024 Top Workplaces for Nonprofit organization, named as an employer of choice because our employees said so!

At Way Finders, we are passionately invested in lifting up the region’s people, places, and systems. Though our team performs a wide variety of functions, we are united by our shared mission: to build and advocate for a thriving and equitable region; to improve the stability and economic mobility of families and individuals; and to develop and manage a robust range of safe, affordable housing options.

Interested in joining our team of dedicated professionals? Way Finders is currently seeking a full-time Senior Administrative Assistant. The Senior Administrative Assistant provides support and office assistance to management and departmental staff; implements and maintains administrative systems; and assists in maintaining communication with staff, management, other departments, clients, funding sources, state and local officials, constituents, and stakeholders.

Wage starts between $20.00 and $24.25 per hour depending on equivalent qualifications. Interested applicants must submit a resume and cover letter; applications will be accepted until the position is filled.

Benefits include: 20 days accrued paid time-off during year one | 15+ holidays annually | Health, dental, and vision insurance options FROM DAY ONE | Educational assistance | Medical Reimbursement Account | Dependent Care Account | 403(b) retirement plan with employer match | Life insurance | Short-term and long-term disability insurance | Transportation benefits | Employee Assistance Program | Annual staff picnic!

The candidate may work in a hybrid-remote capacity but must live within commutable distance. In-office work is regularly expected. Although the work week is seen as 30 hours per week, there is potential for a 40-hour/week position for the right candidate.

Responsibilities include:

• Manage clerical duties and content creation: draft letters, presentations, reports, and other communications; generally responsible for managing others’ calendars and/or email; propose, modify, and oversee administrative-based procedures and processes for department; work on special projects and initiatives
• Manage, organize, and update relevant database(s), logs, and files (electronic and paper) as assigned
• Communicate and provide information to assist and enable organizational operations and effective customer service
• Arrange and participate in meetings, conferences, and project teams; draft agendas, prep materials, confirm/coordinate attendance, and take thorough, clear meeting minutes, distributing and filing as appropriate
• Track and update data, generate invoices, and/or compile reports, as relevant to department’s needs
• Ensure office machines are in good working order; assist staff in troubleshooting any issues and report service requests in a timely manner
• Manage inbound calls in an expedient, knowledgeable, and professional manner
• Maintain adequate supplies while adhering to budget
• Prepare and distribute management team and committee reports, correspondence, and materials
• Handle confidential information in an appropriate manner
• Research and investigate information to enable strategic decision-making by others
• Assist other departments with administrative functions as requested
• Assist in training staff on software applications; troubleshoot problems and correspond appropriately with staff, management, and I.T. Support
• Screen correspondence for supervisor/department and respond on their behalf according to established guidelines; approve decisions, requests, expenditures, and recommendations on behalf of management in their absence
• Maintain historical or back-up data for department; coordinate and maintain master list of documents in storage
• Perform general clerical duties (copying, filing, faxing, etc.)

Requirements include:

• 2 years’ equivalent experience in office administration/management, with 1 year as a field specialist; a combination of experience plus an Associate degree may be a substitute
• Demonstrated ability with all functions of the Microsoft Suite, including Teams, Calendar, and PowerPoint; comfort and dexterity in learning new technologies and assisting/teaching others in their use
• Ability to transfer calendar data points into invoicing materials
• Experience troubleshooting computer, software, and office machine issues 
• Excellent verbal, written, and interpersonal communication skills across all levels of an organization and with external vendors, with the ability to work with diverse populations 
• Excellent organizational skills with a high degree of accuracy and attention to detail, plus the ability to work independently and prioritize

Way Finders is an Equal Opportunity Employer that seeks a diverse staff in order to reflect our community and those we serve. Qualified individuals from diverse backgrounds are strongly encouraged to apply. This position is available to all without regard to race, color, religion, national origin, disability, age, gender or gender identity, sexual orientation, political affiliation, or veteran status. We provide reasonable accommodation for qualified individuals.