Administrative Assistant

Job Summary: 

The Administrative Assistant is someone who enjoys problem-solving and taking on new challenges in a fast-paced environment. The Administrative Assistant will be leading the efforts of supporting the office by completing various office and administrative tasks. 

Essential Responsibilities: 

• Provide support to the Manager in their day to day 
• Ensure confidentiality and controls access to sensitive information at the management level. 
• Prepare agendas and make arrangements for team and other meetings. 
• Read and analyze incoming communications (memos, reports, inquiries, etc.) to determine their significance, handle communications or appropriately distribute 
• Interpret administrative and operating policies and procedures for employees 
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the leadership, including those of a sensitive or confidential nature 
• Provides leadership to build relationships crucial to the success of the local site, and manages a variety of special projects for the manager 
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures 
• Assembles and coordinates project staff, clearly communicating expectations to team members 
• Prepares documents and records as requested, such as agendas, notices, minutes for meetings 
• Anticipates needs and ensures a consistent and open line of communication 
• Maintains a highly functional and organized work environment 
• Perform other duties as assigned 

Position Type/Expected Hours of Work: 

The employee must be available during the “core” work hours of 9:30 a.m. to 5:30 p.m. and must work 37.5 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand. 

Required Education and Experience: 

• An Associate degree in relevant field with at least one year experience in office administration 

Required Skills/Competencies: 

• Ability to respond compassionately to persons who are in crisis (clients and staff), while maintaining appropriate and professional boundaries  
• Ability to handle and maintain confidential information, according to HIPPA compliance 
• Possess sensitivity to the service population’s cultural and socio-economic characteristics 
• Excellent written and verbal communication skills, in English, is a must 
• Oral and written fluency in the following languages preferred: Spanish, Urdu, Arabic, Hindi, Somali, Burmese, Karen, Sudanese, Bengali, Swahili, or Amharic 
• Proficiency in MS Office Suite (MS Word, Excel, PowerPoint) 
• Demonstrates knowledge and experience with MS Office Suite (Word, Excel, Access, Gmail, Google Drive and other Google apps)