Administrative Assistant

Description

Position Summary:

Reporting directly to the Director of Quality Assurance, the Administrative Assistant provides executive support and serves as the primary point of contact for the Senior Leadership team. The Administrative Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented.

Essential Duties

Primary Responsibilities

• Provide comprehensive support services to the Senior Leadership team that ensures outstanding communication and responsiveness.
• Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure smooth day-to-day engagements.
• Support Senior Leadership with internal and external communications.
• Conduct research and analysis on issues of interest to the Senior Leadership team.
• Support and manage a high-volume of requests and projects to meet the objectives of the Senior Leadership team.
• Manage all scheduling and travel logistics for the CEO and other members of the Senior Leadership team, as needed.
• Prepare and edit correspondence, presentations, reports, and memos.
• Complete expense reports and manage correspondence with vendors.
• Organize meetings and events for meetings, retreats, various board meetings, and other logistics.
• All other duties as assigned.
  
  

Facilities

• Work with staff, outside building professionals and contractors with regard to building renovations, expansions, security, maintenance and repairs in conjunction with the Director of Quality Assurance.
• Assist with scheduling required building inspections and maintains certificates and/or appropriate documentation.
• Support with risk management activities.
  
  

Administrative

• Assist in supervising volunteers.
• Coordinate and supervise projects to ensure they are completed according to requirements.
• Manage office supply inventory and work with vendors to build/maintain vendor relationships.
• Order supplies and service repairs for office equipment for the Agency.
• Maintain Agency filing/recordkeeping, including records management, contact management, archiving documents, and off-site storage coordination.
• Schedule, record and prepare minutes for various committee meetings; attend board meetings and record minutes.
• Maintain building postings for fire and tornado instructions.
• Serve as liaison with insurance agents regarding certificates of insurance and policy changes.
• Assist HR with new staff orientation, job postings and applicants, annual backgrounds, and other duties as needed.
  
  

Special Projects

• Grant tracking related activities and tasks.
• Oversee Agency cell phone donation program.
• Assist with in-kind donations as needed.
• Assist programs with various projects for events, mailings, etc. as needed.
  
  

Requirements

Core Competencies:

• Possesses the ability to exercise good judgment in a variety of situations.
• Exhibits strong written and verbal communication skills, with the ability to effectively interact and convey information to leaders at all levels of the organization, administrative, and organizational skills.
• The ability to maintain a realistic balance among multiple priorities is imperative.
• The Administrative Assistant must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion
• Ability to maintain a high level of confidentiality when handling sensitive company.
• Comfortability to work independently an exercise independent and critical thinking.
  
  

Education And Experience

• Minimum two years of administrative support experience required.
• 2 years office management experience highly preferred.
• Strong level of proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Comfortable and experience working with various technology platforms and troubleshooting issues.
• Experience in risk management and facilities preferred.
• Ability to safely lift a minimum of 30 lbs and reach/carry various items.
• Ability to sit for long periods of time.
• Flexible schedule required, including evenings.
• Willing to comply with HAVEN’s background reporting requirements.
  
  

HAVEN is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status or any other characteristic protected by state and/or federal law.

HAVEN’s Mission Statement

Empower survivors to heal and engage all individuals and communities to address and prevent sexual assault and intimate partner violence.