Volunteer Administrative Assistant

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Position Description: Reporting to the Executive Director, the Administrative Assistant is is a fantastic role to continue your career path in Social and Human Services. Duties of the Administrative Assistant include providing administrative support to our Executive Director and staff, assisting in daily office needs and managing the organization’s general administrative activities, including answering telephones, handling correspondence and scheduling meetings, as well as project-based work. This position may also greet visitors and route telephone calls to appropriate staff and/or provide data entry support.

Primary Duties and Responsibilities:

• Assist in front desk and lobby operations by greeting and directing visitors while answering and routing incoming calls in a prompt, efficient and professional manner
• Maintain and distribute conference room calendars
• Assist with mail handling operations
• Prepare the facility and conference room for Board and staff meetings with meeting room assembly, distribution of meeting agenda and materials, coordinating catering, and re-set of rooms after each meeting
• Monitor and maintain the professional appearance of the lobby, conference rooms, and workroom area
• Support stock levels and ordering process
• Event planning and coordination for office gatherings, events and meeting preparations as needed
• Ensure that personnel files for the program are properly maintained and kept confidential
• MUST be available for the Awards Ceremony in late-April
• May perform other duties as assigned

Qualifications:

• Associate's, Bachelor's or Master's degree or be currently enrolled in a college or University.
• An interest and commitment to the programs, goals and objectives of the SHIELD Mentor Program
• Exhibits energy and enthusiasm and an interest in working in the nonprofit sector
• Discretion handling confidential information
• Strong computer skills with PC knowledge (Word, Excel, PowerPoint, etc.) and ability to use online platforms such as cloud storage (i.e. OneDrive)
• Demonstrate written and verbal communication skills
• Ability to work independently, prioritize work and manage multiple priorities on deadline
• Ability to learn quickly and assume responsibility in a small but active organization
• Demonstrate interpersonal skills and interest in superior customer service
• High organizational skills with the ability to manage time efficiently while managing multiple tasks
• Ability to lift/move boxes weighing up to 50 pounds

Personal Characteristics:

• Behave Ethically: Understand ethical behavior and business practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization.
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Lead: Positively influence others to achieve results that are in the best interest of the organization.
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.

How to Apply:

Applicants may email a resume, cover letter, and three personal reference letters with the subject line Administrative Assistant to Precious McKoy at mckoyp@shieldmentor.org . Only complete applications will be reviewed.