Administrative Assistant

3 weeks ago

Indianapolis, United States Conquer Paralysis Now Full time

Conquer Paralysis Now (CPN) is a leading non-profit organization dedicated to the mission of conquering paralysis. Our efforts encompass the support of groundbreaking research, advocacy, and the operation of DRIVEN NeuroRecovery Centers to improve the quality of life for individuals affected by paralysis and other neuromuscular conditions.


Overview:

This role is integral to ensuring the smooth operation and coordination of a diverse range of projects and events. The Administrative Coordinator will provide essential support across various areas, including finance, human resources, fundraising, marketing, and other initiatives led by the executive team.

We are looking for someone who excels in organization, brings a proactive and solutions-oriented approach, and thrives in a dynamic, fast-paced environment. The ideal candidate will be positive, adaptable, collaborative, and committed to fostering an inclusive workplace where everyone can succeed.


Reports to Chief Financial Officer

Exempt

Full Time

Located at the DRIVEN Indy NeuroRecovery Center in Carmel, Indiana, potential for Hybrid environment



Key Responsibilities:

Executive and Board: Manage calendars, prepare materials for board meetings, and ensure effective communication between executive leadership and other stakeholders.

Accounting/Finance: Keying bi-weekly hours and maintaining staff in payroll database, check printing, bank deposits, and monthly report data entry. Track and assist in preparation of all regulatory federal, state and other filings.

Development: Maintaining donor and sponsor database updates, sending donation/sponsorship acknowledgments, managing fundraising calendar of events and grant reporting compliance.

Project Coordination: Be an integral team player for the planning and execution of projects, from donor engagement initiatives to special events and brand optimization.

Human Resources: Assist with onboarding/offboarding of employees, company culture and policy maintenance.

Event and Logistics: Coordinate comprehensive logistics for VIPs and assigned details of our annual gala and other significant events.

Administrative Tasks: Provide administrative support to CPN staff including scheduling meetings, managing calendars, and coordinating travel arrangements for staff.  Assist in general upkeep of the office, including re-stocking supplies, preparing the conference room and general organization. Maintain licenses, registrations, and lease expirations.

Other Duties as Assigned: This job description is not intended to be all-inclusive. Employee will perform other related duties to meet the ongoing needs of the organization.


Core Competencies and Qualifications:

Exceptional organizational skills with the ability to manage multiple priorities.

Strong communication and interpersonal skills, with a focus on inclusivity and teamwork.

Proactive problem-solving abilities in a fast-paced, changing environment.

Ability to coordinate and prioritize multiple projects/ deadlines working independently and managing time effectively.

High level of confidentiality.

Dependable attendance and punctuality.

Minimum of 3 years’ experience in administrative roles, with a background in finance, HR, or marketing being a plus.

Proficiency in Microsoft Office Suite. Non-profit fundraising software experience a plus.

A passion for the mission of CPN and a commitment to our values of integrity, innovation, and impact.

Must complete and pass a drug test and criminal background check.


Compensation and Benefits

We offer a competitive benefits package to support the health and well-being of our employees. This includes medical, dental, and vision insurance, a retirement savings plan, paid time off, and professional development opportunities. We offer flexible working arrangements to accommodate the diverse needs of our team.


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.


Must occasionally move about inside the office to access file cabinets, office machinery, etc., including the ability to perform moderate lifting (typically up to 25 pounds).


Must be able to sit at a workstation, working on a computer.


CPN is an equal opportunity employer and prohibits discrimination and harassment of any type. We afford equal employment opportunities to employees and applicants, without regard to race, color, religion, sex, national origin, age, disability, or veteran status. CPN seeks a diverse pool of applicants, all are encouraged to apply.



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