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Administrative Assistant

4 months ago

Kennesaw, United States Town Center Community Improvement District Full time

Administrative Assistant
30-40 Hours/Week
Onsite


The Administrative Assistant supports the day-to-day operations of the Town Center CID and Alliance. This position assures record keeping, correspondence, database management/hygiene, scheduling, meeting preparation and follow up, and coordinates the Executive Director's schedule/calendar.

Essential Duties and Responsibilities:
Administrative & Executive Assistance

Manage Executive Director's schedule and communications including the proactive arranging and scheduling of meetings, events, travel, and breaks Arrange staff meetings, Board meetings, committee meetings, and meetings among staff and/or Board members Manage meeting invitations/responses and follow up with Board Members and elected officials (when needed) to secure RSVPs

Office Coordination

Manage work orders, purchases, office supplies, general organization of information, incoming/outgoing mail, subscriptions, vendors, Mobile, IT and phone accounts Set up and clean up after in-office and in-building meetings Support CID & Alliance Board meetings and staff, committee, vendor, and other meetings by ordering and/or setting up equipment, food and beverages, room arrangements, and other logistical details and supplies Prepare all documentation for board meetings (CID & Alliance) including the Board Packet Prepare minutes of all CID and Alliance board meetings, committee meetings and work sessions as assigned by management & send to Board secretaries for approval prior to distributing to respective Board members Maintain e-file of agendas, minutes, and board packets of CID and Alliance board meetings


Data Management

Manage the District360 database including data input and data integrity Support the team in understanding the functionality and use of the system Draft, track, and send donor acknowledgements Manage membership program renewals and acknowledgements Generate reports on fundraising and membership activity and goals, as needed


Other Responsibilities

Support the leadership team to complete grant applications and manage grant tracking after receipt Provide event support to Town Center Community staff and volunteers, as needed Ensure accuracy of the Executive Director and internal meeting calendars. Maintain a clean, organized, and appropriately stocked office workspace. Appropriately prepare for all on-site meetings. Maintain accurate and complete data in the D360 system.

Required Qualifications:

Bachelor's degree in business or a related field or equivalent experience Experience managing or supporting the internal operations of a CID or related organization- internal system management, office management, general support to externally facing leaders and budget management Proven ability to manage multiple projects on time, simultaneously

Required Competencies:

Strong organization skills, attention to detail, and accuracy Strong action planning and prioritization skills Self-starter, results- and solution-oriented Computer literacy (word processing, spreadsheets, PowerPoint, etc.) Excellent communication skills, both orally and written Ability to maintain strict confidentiality of information