Administrative Assistant

Position Summary:

The Administrative Assistant provides administrative support to the Senior Director of Family Initiatives. This role ensures the smooth and efficient operation of department activities by maintaining administrative functions, assisting with data tracking and preparation, and communicating professionally on behalf of the Senior Director. The Administrative Assistant must be proactive, organized, detail-oriented, and capable of handling sensitive information with confidentiality and discretion.

Training required (provided upon hire), including but not limited to:

• Training specific to agency systems, including but not limited to: Microsoft Suite, Google Suite, , Divvy, ETO, etc
• Other trainings, as assigned

Key Duties and Responsibilities:

• Manage the Senior Director's calendar, including scheduling meetings, coordinating appointments, and ensuring necessary materials are prepared
• Prepare and format correspondence, reports, memos, and other documents for internal and external use. Monitor incoming communications for timely responses
• Attend meetings to take detailed notes, summarize discussions, and track action items for follow-up
• Maintain organized filing systems (digital and/or physical) and handle confidential information with discretion
• Assist with budget processes, including invoice reconciliation, expense reporting, and tracking departmental expenditures
• Manage and update departmental data spreadsheets; support batch uploads and data quality checks in coordination with the Impact & Evaluation team
• Draft and maintain partner contracts and assist with onboarding tasks for new hires or departmental guests
• Organize and provide logistical support for team and partner meetings, orientations, and special events. Make travel and accommodation arrangements as requested
• Perform additional administrative tasks and special projects as assigned

Required Qualifications:

• High school diploma or equivalent required; associate degree preferred, or 3–5 years of similar administrative experience
• Proficiency in Google Workspace and/or Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Strong organizational, time management, and multitasking skills with attention to detail
• Excellent verbal, written, and interpersonal communication skills; ability to work with diverse stakeholders
• Ability to maintain confidentiality, exercise discretion, and manage responsibilities with professionalism
• Self-motivated and able to work independently with minimal supervision.
• Commitment to a standard 9:00 a.m.–5:30 p.m. schedule with flexibility for occasional extended hours
• Valid driver's license and reliable transportation preferred
• Must pass background check and drug screening per organizational policy
• Hold respect and love for our community including children, teens, adults, and seniors

The preceding statements are not intended to be an exhaustive list of tasks and functions for this position. Other tasks and functions may be assigned as needed to fulfill the mission of the organization.

Work Environment & Physical Requirements:

• Office environment with frequent computer use
• Occasional off-site errands or meeting coordination may be required
• Must be able to lift up to 20 pounds occasionally
• May require flexibility for early or late meetings

Edna Martin Christian Center (EMCC) is proud to be an Equal Employment Opportunity EEO) employer. We celebrate diversity and do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.

Job Type: Full-time

Pay: $29, $38,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person