Position Purpose:
The incumbent in this position will be responsible for producing and organizing information through tasks such as transcribing, formatting, and retrieving text, data, and graphics. The role involves managing schedules, arranging meetings and travel, and handling guest and member inquiries while maintaining confidentiality. The incumbent ensures office supplies are stocked, equipment remains functional, and data is securely backed up. They also manage the facilities rental calendar and oversee inventory of office and display materials
Description of Duties:
- Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
- Organizes work by reading and routing correspondence; collecting information; initiating telecommunications.
- Maintains executive director and assistant executive director schedules by maintaining calendars, arranging meetings, conferences, teleconferences, and travel.
- Completes requests by greeting guests, in person or on the telephone, answering or referring inquiries.
- Maintains customer confidence and protects operations by keeping information confidential.
- Prepare reports by collecting the requested information.
- Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Keeps equipment operational by following manufacturer instructions and established procedures.
- Secures information by completing database backups.
- Provides historical reference by utilizing filing and retrieval systems.
- Maintains technical knowledge by attending educational workshops, reading secretarial publications.
- Contributes to team effort by accomplishing related results as needed.
- Maintains facilities rental and reservation calendar and handles all reservation requests.
- Keep inventory of backdrops, projectors, computers, and other display materials.
- Perform other duties as assigned.
Decision Making:
The incumbent in this position will make decisions regarding the organization and prioritization of tasks, including managing the executive director and assistant executive director schedules, arranging meetings, and handling guest inquiries. They exercise judgment in maintaining confidentiality, ensuring timely supply orders, and troubleshooting equipment issues. The position requires independent decision-making in managing the facilities rental calendar and overseeing inventory, while also balancing various administrative responsibilities to meet team and departmental needs.
Essential Functions:
1. Communicates and collaborates effectively, oral and written.
2. Reviews and comprehends policies and procedures.
3. Solves problems; reconciles competing and conflicting priorities and interests.
4. Work independently or in a group setting.
5. Travel as required.
6. Gather, analyze, document, and convey data
7. Maintain effective working relationships with both internal and external stakeholders.
8. Provide effective customer service
9. Use of a computer, standard office equipment, and Microsoft Office productivity software
10. Display excellent attention to detail
Qualifications:
Want to help get your resume to the top? Take a look at the experience we require:
- Experience: 2 years related work experience
- Strong interpersonal skills with the ability to take initiative, multi-task, be a team player, be flexible, adapt to shifting priorities, and prioritize work
- Excellent communication skills, both verbal and written
- Excellent organizational skills, commitment to accuracy, and attention to detail
- Good judgment and ability to function independently
- Good working knowledge of all Microsoft Office applications
Job Type: Part-time
Pay: $14.00 - $17.00 per hour
Expected hours: 10 – 15 per week
Schedule:
- Monday to Friday
Work Location: In person
