Administrative Assistant

Job Summary:

Provide a high standard of administrative support to the Chief Operating Officer,primarily in interactions with senior management, department directors, leadership volunteers and external customers.  Manage timely and accurate communication to and from the COO’s Office and represent the office in a professional manner.

Essential Functions:

 ·  Serves as assistant to the Chief Operating Officer and performs a variety of administrative functions

o Prepares correspondence, memoranda, and reports. 

o Answers and screens telephone calls, and provides assistance to callers.

o Places telephone calls as requested

o Maintains the appointment calendar and provides for orderly scheduling of applicable meetings.

o Sorts and distributes incoming mail

·  Tracks progress of projects to ensure that deadlines are met and conducts follow up communication with department and area directors regarding project status and information gathering

·  Compiles statistical data for reports

·  Exercises responsibility for the maintenance of an orderly and comprehensive filing system

·  Provides administrative staff support to Program & Services Committee of the Board of Directors.  Prepares and mails meeting notices, types agenda and makes facility arrangements

·  Represents COO at internal meetings as requested to gather information and provide updates to the COO as necessary

·  Provide support to program departments as directed by the COO. This may include executing mailings to customer and data entry

·  Makes appropriate decisions independently and maintains confidentiality when required.  Manages communication of information and routing of documents between COO’s office and all other departments. 

·  Maintains positive working relationships with colleagues at ARC/MB as well as other external customers. 

·  Performs related duties as may be assigned or required

Job Requirements: 

·High School Diploma

·College degree preferred

·2-5 years work experience as a confidential assistant

·Skilled in basic Microsoft Office Programs – Word, Excel and Power Point

·Excellent customer service

·Strong written communication and proof reading skills