OFFICE ASSISTANT

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General Purpose

The Office Assistant will maintain the office environment by answering phones, filing, and performing special projects such as proofreading and editing and administrative, secretarial and clerical support.

General Job Tasks and Responsibilities

• answer phones and transfer to the appropriate staff member
• take and distribute messages
• greet public and clients and direct them to the correct staff member
• coordinate messenger service
• receive, sort and distribute incoming mail
• monitor incoming emails and answer or forward as required
• prepare outgoing mail for distribution
• faxing, scanning and copying of documents
• maintain office filing and storage systems
• update and maintain databases such as mailing lists, contact lists and client information
• retrieve information when requested
• type documents, reports and correspondence
• co-ordinate and organize appointments and meetings
• assist with event planning and implementation
• monitor and maintain office supplies
• ensure office equipment is properly maintained and serviced
• perform work related errands as requested such as going to the post office and bank
• keep office area clean and tidy

Qualifications and Skills

• Previous experience in an office setting required
• Experienced administrative professional who is dependable and highly organized with business maturity, discretion, enthusiasm, and a positive attitude
• Technologically literate with strong computer skills including familiarity with Microsoft Word, Publisher, Outlook and Excel. Access Database skills a plus. * Good internet skills, including use of e-mail programs and group messaging
• Good organizational skills and record keeping (attention to detail is critical)
• Cheerful presence and people skills
• Good oral and written communication skills
• Self starter who can work independently
• Skill in establishing priorities and managing workload
• Ability to follow directions

Education and Experience

• High School Diploma or equivalent
• Bachelors Degree in Business an advantage
• previous office experience may be requested but this is also an entry level position
• competent computer skills including MS Office or equivalent
• internet skills including use of e-mails, group messaging and information gathering
• numerical and literacy skills

The International Center for Traditional Childbearing is an infant mortality prevention, breastfeeding promotion, midwife and doula training non-profit organization. The ICTC’s mission is to increase the number of midwives, doulas and healers of color, to empower families in order to reduce infant and maternal mortality.