Job Opening – Administrative Assistant

Please send cover letter and resume to execassistant@hsmnetwork.org by April 30th, 2022.

Job Title: Administrative Assistant
Suggested New Hire Range: Negotiable
Reports To: Office Manager
Status: Non-Exempt
Employment Type: Full-time

Job Summary: The Administrative Assistant position is primarily responsible for providing administrative support for the organization and its staff.

Duties & Responsibilities:

• Works with internal and external executives and their assistants to coordinate a variety of committee meetings.
• Coordinates and maintains internal group calendar and external committee calendar
• Maintains and updates Board members’ coalition and contact information.
• Serve as the organizations’ receptionist, receives and routes incoming calls, accurately records messages, and gives information in response to routine inquires.
• Keeps accurate and complete records.
• Receive, open and date stamps incoming mail.
• Participate in staff meetings and performs other clerical or secretarial duties as requested.
• Assists staff in preparing miscellaneous reports, copying documents and preparing background documents as necessary.
• Prepares, attends and sets up committee meetings, works with designated staff on sending out materials at least 5 working days before meeting is scheduled, assists with routine preparations for meetings, transcribes minutes from committee meetings and proofreads final versions of work, follows up on action items as necessary
• Maintain appropriate file copies, assumes responsibility for reproducing, mailing and otherwise distributing materials as directed.
• Schedule appointments as directed by the Office Manager and Executive Director
• Participate in staff meetings and performs other clerical or secretarial duties as requested.
• Perform other duties as deemed necessary to the success of the organization.

Requirements:

Education/Training:
This position requires that the employee have the following:

• Has 3-4 years of experience of administrative support.
• A comparable amount of education, training or experience may be substituted for the minimum qualifications.

Other Skills & Abilities:

• Demonstrates excellent verbal and written communication skills.
• Must be able to provide superior customer service.
• Able to Multi-task with strong attention to detail Able to establish and maintain effective, harmonious working relationships with other employees.
• Demonstrates professionalism, patience and courtesy in dealing with people.
• Knowledge of modern office practices and procedures.
• Knowledge of business English, spelling and punctuation
• Able to work effectively with a diverse population and with different management levels.
• Able to maintain accurate and effective document and record management.
• Able to prioritize and work well in a fast paced and changing working environment.

Computer Equipment and Software Requirements:

• Intermediate/Advanced knowledge and proficiency in Microsoft Office, especially Outlook, Excel, Word and PowerPoint

Physical Demands & Work Environment:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, talk, hear and use hands and fingers to operate and handle keyboards and controls. The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Competencies: