Executive Administrative Coordinator

2 weeks ago

Bel Air, Maryland, United States Office of Mental Health Core Service Full time
Job Overview

Position Title: Administrative Assistant

Employment Type: Full-time (40 Hours), Non-Exempt

Reporting To: Executive Director

Work Arrangement: 75% Remote / 25% On-Site

This permanent full-time role is essential for executing a range of clerical, recordkeeping, administrative, and customer service functions to ensure the effective operation of the organization.

This position supports a flexible work environment, requiring occasional in-person attendance for training, team meetings, site visits, and other events as directed by the Executive Director.

Key Responsibilities:

  • Perform administrative duties including filing, report generation, presentation preparation, meeting setup, minute-taking, and distribution of related materials.
  • Maintain professional and courteous communication through various channels including phone, email, and postal mail.
  • Oversee social media initiatives, including campaign management, public engagement on behalf of the agency, and networking.
  • Update and manage the agency's website content.
  • Organize tasks, proofread documents, and ensure necessary corrections are implemented.
  • Manage office supplies, placing orders as needed, and ensuring adequate stock for meetings and staff.
  • Oversee office inventory and equipment maintenance.
  • Screen phone calls and correspondence efficiently.
  • Facilitate communication internally and externally, including drafting emails and memos.
  • Retrieve requested information from records, emails, and minutes, preparing written summaries as necessary.
  • Assist with team projects and contribute to event planning efforts.
  • Act as a liaison between departments, ensuring effective communication and workflow.
  • Promote positive interactions within the agency, manage information sharing among colleagues, and maintain a productive work atmosphere.
  • Carry out additional related duties as assigned.

Essential Skills & Qualifications:

  • Strong verbal and written communication abilities.
  • Excellent interpersonal skills, capable of handling sensitive and confidential matters with professionalism and discretion.
  • Ability to analyze and resolve administrative challenges and complaints.
  • Foster collaboration and trust, encouraging commitment and teamwork to achieve objectives.
  • Exceptional organizational skills and attention to detail.
  • Capability to set and achieve goals independently and as part of a team.
  • Proficient in preparing and presenting information clearly and concisely, including report generation.
  • Familiarity with Microsoft Office Suite or similar software.

Education & Experience Requirements:

  • High school diploma or equivalent.
  • Minimum of one year of experience in administrative, clerical, or secretarial roles.

Physical Demands:

  • Extended periods of sitting at a desk and working on a computer.
  • Ability to lift up to 15 pounds as needed.
  • Capability to navigate various departments within the organization.
  • Must possess a valid motor vehicle operator's license for duties requiring travel.

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