Administrative Assistant
7 hours ago
At PreventEd, we are dedicated to fostering healthier communities by preventing substance misuse and promoting mental health. Choosing to work with us means joining a team that is passionate, innovative, and driven by a shared purpose. At PreventEd, we don't just offer jobs; we offer careers with purpose. PreventEd is committed to building a diverse and inclusive team. We strongly encourage candidates from all backgrounds to apply.
SUMMARY
Admin Support Specialist plays a vital role in ensuring smooth day-to-day operations by providing comprehensive administrative support to the team. This role involves managing office tasks, assisting with event coordination, supporting program staff, and maintaining effective communication with both internal and external stakeholders. This position is under the immediate supervision of the Administrative Coordinator and general supervision of the Director of Finance and Administration.
RESPONSIBILITIES
- Provide front desk support, greeting visitors and assisting with inquiries.
- Provide polite and calm communication.
- Provide support for coalitions, youth and adult training, and community programs.
- Manage data entry from school and community presentations and maintain accurate records in relevant databases
- Provide general office tasks such as checking phone messages, maintenance appointments and other requests.
- Assist in preparation of materials for presentations and meetings.
- Organize and maintain documents and records, both hard copy and electronic files.
- Assist in scheduling meetings, preparing materials, and taking minutes during key meetings.
- Support the coordination of events, including booking venues, arranging logistics, and preparing necessary materials.
- Prepare and distribute reports, presentations, and other documents as needed.
- Collaborate with other team members to ensure smooth operations and communication across departments.
- Perform other related duties as assigned.
PERSONAL ATTRIBUTES
- Possess the ability to intelligently prioritize and execute job demands, giving careful attention to detail in the process.
- Possess a high level of both personal organization and attention to detail.
- Excellent judgement and ability to react with appropriate levels of urgency.
- Uphold high levels of integrity and discretion in handling confidential information.
- Possess a strong work ethic, a passion for our mission, the ability to innovate on existing recordkeeping systems, and the ability to develop and maintain an efficient personal workflow.
- Possess a high level of cooperative spirit to work as a member of a team.
SPECIALIZED KNOWLEDGE, EXPERIENCE AND TRAINING
- High school diploma or GED.
- Strong computer skills, mastery of Microsoft Office
- Some knowledge of the field of substance use disorder and/or substance use prevention is desired.
REASONING ABILITY
- Ability to define problems, collect data, establish facts and draw valid conclusions.
- Ability to deal with several abstract and concrete variables.
COMPUTER SKILLS
- E-mail, Microsoft Word and Excel, data entry.
WORK ENVIRONMENT
- This position works primarily in an office setting at the PreventEd agency location with possible travel in the community. Must have a valid driver's license and reliable transportation.
PHYSICAL REQUIREMENTS
- While performing the duties of this job, the employee is regularly required to communicate effectively. The physical requirements of this job include: sitting, standing, walking, and climbing stairs on a regular basis; lifting up to 25 lbs.; pulling and /or pushing on occasion.
To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily, as well as possess the skills to meet the demands outlined in this job description. Upon an individual's request, reasonable accommodations may be made to enable the individual with disabilities to perform the essential job duties and responsibilities, or responsibilities related to the skills and demands outlined herein. PreventEd will determine if a reasonable accommodation can be made.Learn More
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