The Administrative Assistant is responsible for providing professional administrative support to the Executive Director, Board Members and other designated members of the organization, as well as ensuring that the Bluffton Self Help offices operate in an organized, efficient and professional manner. The Administrative Assistant provides the necessary leadership skills to work effectively with management, staff, donors and volunteers to accomplish the strategic goals of the organization. Working in conjunction with the Executive Director, the Administrative Assistant will ensure that the organization’s facilities is maintained, projects executed and completed in a timely manner and visitors and volunteers are educated on the organization’s mission and goals. This position must be able to have strength in writing and interpersonal communications. Job duties include but are not limited to following as well as other duties as may be assigned by the Executive Director as needed to meet the needs of the organization.
- Provide general administrative support to Executive Director and other designated
members of the organization, with correspondence, phone calls and scheduling
meetings and outings.
- Proactively anticipate needs of Executive Director, including maintaining calendar,
scheduling and upcoming activities.
- Provide general office administration including filing, record keeping, copies and backup of documentation and electronic files.
Answer incoming office phone calls and direct to the appropriate staff person or answer questions.
- Be up to date on all operating times and programs to be able to assist clients when
receiving calls or inquiries about services. Understand organizational needs to anticipate activities such as postal food drive, holiday drive and the needs associated such as copies, correspondence, meetings, etc.
- Take accurate notes at all board and committee meetings, with appropriate filing and
- Keep all board correspondence organized and accurate.
- Prepare committee and board meeting materials including copies of agendas and supporting documents.
- Sort incoming mail and ensure all documents are addressed upon receipt.
- Understand the needs of the day to provide support to all staff as necessary.
- Communicate daily with Executive Director and staff on upcoming events, meetings and other issues that may arise.
- Serve as central communication resource for staff to provide input and feedback.
- Respond to general questions and requests for information about Bluffton Self Help programs and process.
- Maintain vendor database, contracts and renewals.
- Coordinate in-person and conference call logistics for board and Committee meetings.
- Assist fundraising and development with grant and financial data reconciliation and year-
- Assist Executive Director with preparing for Board of Directors meetings by printing
agendas, minutes, and other documents.
- Serve as first point of contact for the organization, greeting visitors and volunteers.
- Manage donor database accurately tracking personal data, donations and
- Manage repair and maintenance of office equipment, including computers, phones and printers.
- Perform general administrative support.
- Document and record daily deposit and work with Executive Director to code and provide to Accounting.
- Assist with scheduling of tours and visitations.
- Assist with coordination of event logistics including committee meetings, auction items
and volunteer coordination.
- Assist with coordination of print and electronic newsletters.
- Coordinate website updates.
- Facilitate Social Media communication and updates.
- Assist with donor communications, including appeal and thank-you letters and donor receipts.
- Maintain organizational archives.
- Take on additional tasks as directed by the Executive and other Directors.
Skills and Qualifications
- Minimum two years related experience; nonprofit experience a plus.
- Proficiency with spreadsheets, databases, and word processing.
- Familiarity with QuickBooks a plus.
- Ability to multi-task and prioritize in a dynamic work environment.
- Strong attention to detail and ability to work as a team member with minimal supervision.
- Solid written and oral communication skills and excellent phone manner.
- Ability to develop effective work plans, organize details, set priorities, and meet deadlines.
- Ability to work independently and with a team.
- Excellent time management skills, aptitude for proper task prioritization, and a results-oriented work process.
- Ability to handle sensitive matters with tact and discretion.
- Professional demeanor, integrity, tact, and good judgement.
- Dependable and punctual.
- Impeccable attention to detail.
- Ability to operate and troubleshoot standard office equipment.
- Interest in and commitment to Bluffton Self Help’s mission.
Required Education and Experience
- Business Degree preferred.
- High school diploma or equivalent plus two to three years’ previous experience.
- Employee must be able to take initiative and have a sense of urgency to accomplish tasks.
- Have strong interpersonal skills to work with a dynamic group ranging from staff, volunteers, clients and board members.
- Must be solution orientated and work independently with little direction.
This position has no supervisory responsibilities.
This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type and Expected Hours of Work
This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m. with a 30-minute lunch. These are general hours and can vary weekly depending on schedules, meeting and weekend events. This role has occasional night and weekend hours.
Please email your resume and cover letter along with your salary requirements to email@example.com.
- Act as the point of contact among executives, employees, clients and other external partners.
- Manage information flow in a timely and accurate manner.
- Manage executives’ calendars and set up meetings.
- Prepare Board Communication and Presentations.
- Act as an office manager by keeping up with office supply inventory.
- Format information for internal and external communication – memos, emails, presentations, reports.
- Take minutes during meetings.
- Screen and direct phone calls and distribute correspondence.
- Organize and maintain the office filing system.
- Work experience as an Executive Assistant, Personal Assistant or similar role.
- Excellent MS Office knowledge.
- Outstanding organizational and time management skills.
- Familiarity with office gadgets and applications (e.g. e-calendars and copy machines).
- Excellent verbal and written communications skills.
- Discretion and confidentiality.
Job Type: Full-time
Pay: $33,299.00 – $40,000.00 per year
Schedule: 8 hour shift
Education: High school or equivalent (Preferred)
Work Location: One location
Leave a Reply