Administrative Assistance

2 weeks ago

Kalamazoo, United States New Genesis Inc. Full time
Job DescriptionJob Description

Reports To: Executive Director

 An Administrative Assistant is the backbone of our organization, providing crucial support to ensure smooth day-to-day operations. This role involves a variety of clerical, scheduling, and communication tasks that keep everything running efficiently.

Responsibilities:

·        Communication and Scheduling:

  • Answer phones and emails, screen inquiries, and direct them to appropriate personnel.
  • Manage calendars for assigned staff, scheduling appointments, meetings, and travel arrangements.
  • Prepare and distribute meeting agendas, minutes, and presentations.

·        Office Management:

  • Maintain filing systems (physical and digital) for efficient document organization and retrieval.
  • Order and manage office supplies.
  • Greet visitors and manage reception duties.

·        Administrative Support:

  • Draft and edit documents (letters, emails, reports, etc.) using word processing software.
  • Prepare presentations and spreadsheets.
  • Conduct research and compile information as needed.
  • Manage travel arrangements, including booking flights, hotels, and car rentals.

·        Additional duties may include:

  • Maintaining databases and contact lists.
  • Social media management.
  • Assisting with bookkeeping or other financial task.

Qualifications:

·        Strong organizational skills and the ability to prioritize tasks.

·        Excellent communication and interpersonal skills.

·        Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

·        Ability to work independently and take initiative.

·        Time management skills and the ability to meet deadlines.

·        Discretion and professionalism in handling confidential information.

Benefits of being an Administrative Assistant:

·        Variety: No two days are alike, and you'll be involved in a wide range of tasks.

·        Organizational Skills Development: You'll become a master of organization and time management.

·        Strong Communication Skills: You'll hone your communication skills through daily interactions.

·        Exposure to Different Industries: You'll gain valuable experience in the specific industry you work in.

·        Career Advancement: This role can be a stepping stone to other administrative or management positions.

·        Impact: Most importantly, you are a vital part of helping us encourage, empower, and equip our children and their families today for a better tomorrow.

 

Education Requirements:

High school diploma and two to three years related professional experience and/or training; or equivalent combination of education & experience.

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