Administrative Office Assistant

Make a Positive Impact

We're on a mission to positively impact 1200 organizations by 2030. To achieve that goal, our Leadership team needs support so they can stay focused on the most important aspects of their roles that move the needle.

A successful administrative assistant is a supportive force for the team, and we are currently seeking someone exceptional to take on that challenge.

About You

You're a problem solver with excellent communication skills and impeccable attention to detail. You have previous experience working in an office environment, performing administrative tasks, and providing support to coworkers. You can manage complex schedules and thrive while meeting deadlines.

Your excellent oral and written communication skills make sure everyone is where they need to be and on time. You're comfortable keeping things organized in the Microsoft Office suite of products.

What does a day in the life of our Administrative Assistant look like?

Each day will bring new challenges and opportunities to make a difference. You may find yourself making travel and meeting arrangements, preparing reports, or maintaining filing systems. You may even field a sales inquiry or two along the way.

You'll be the eyes and ears of the office, providing information, answering questions, and responding to a variety of requests. You'll also work with our procurement team to ensure the optimal operation of office equipment while maintaining adequate supplies.

Your day ends with a feeling of fulfillment knowing that you play a key role in the efficient and smooth day-to-day operation of our office.

Responsibilities

• Provide front desk coverage, including managing a multi-line phone system, greeting guests who enter the office, managing incoming/outgoing mail and shipments, and maintaining an organized, clean office environment
• Provide direct administrative support to senior leaders, including email correspondence, and generation and distribution of memos, letters, spreadsheets, forms Organize and schedule appointments

• Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference
• Assist Controller with AP/AR and basic accounting functions
• Coordinate travel arrangements for all levels of employees
• Maintain filing system, contact database, employee list, and inventories
• Oversee and order office supplies and food deliveries for group meetings

• Plan meetings and take detailed notes
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Submit and reconcile expense reports

Requirements

Requirements and skills

• Proven experience as an Administrative Assistant, Virtual Assistant or Office Admin Assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work

• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Benefits

Compensation & Benefits

You’re bringing your talents and your Positive Mindset to our team, and we show our appreciation in many ways beyond a competitive salary (the range for this position is $45,000 - $50,000 per year).

For starters, you’re joining a team of Employee-Owners as part of our ESOP. Not familiar with the benefits of being an employee owner? Here’s are a few quick primers:

• Article: https://esopassociation.org/what-is-an-esop
• Video: https://youtu.be/-Ir_lktTlqA (don’t worry about the Pennsylvania reference – this applies to all states)

And here are some of the other great perks and benefits bestowed upon you when you join the team:

• Company-paid Health Insurance starting DAY 1 – No waiting for coverage!!
• Company-paid AD&D Insurance (accidental death or dismemberment)
• Company-paid LTD & STD Insurance (long- AND short-term disability)
• Quarterly Company Bonus Program