Administrative Assistant - St. PJ's Children's Home

Description

Mission: The Mission of St. PJ's Children's Home is to be a safe and loving refuge for children in crisis and to accompany them on their journey to healing and wholeness, breaking the cycle of abuse and neglect one child at a time.

Summary: 

Provide administrative support to executive staff (VP of Programs and Executive Assistant). Attend meetings as requested, take notes, organize and assist with meeting minutes. Also, provide administrative support to other departments as deemed necessary. Must be willing to maintain flexible schedule to meet program needs. 

Position Responsibilities:

· *Assist Vice Presidents with their calendars and meeting schedules.

· *Coordinate communications, including taking calls, responding to emails and interfacing with clients and community members on behalf of the Vice Presidents. 

· *Assist Vice Presidents in creating reports, spreadsheets, infographics, etc.

· *Assist with incoming calls related to donation drives, volunteering, and special projects.

· *Provide ordering and invoicing support to Vice Presidents. 

· *Make travel arrangements for Vice Presidents as needed.

· Provide administrative support in preparation for and during Governing Committee meetings.

· Assist in reserving campus venues.

· Assist in maintaining agency documents and records for administration.  

· Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.

Competencies 

Competency                           Description

 Adaptability                           Ability to adjust to changing conditions and remain committed to excellence

 Communication                    Ability to effectively share information and ideas of various degree of difficulty and sensitivity through 

                                                 different means of communication and to diverse audiences. (Verbal and/or written)

Critical Thinking                    Ability to actively and skillfully process and generate information and belief using a set of core skills – 

                                                 analysis, evaluation, inference, deductive reasoning, and inductive reasoning

Results Oriented                   Ability to remain focused on objectives of the organization / program and being able to meet or exceed 

                                                 desired outcomes and deliverables

Thorough                               Ability to provide great care and attention to detail, while meeting deadlines

Requirements

Minimum Qualifications: 

• Education
  • Associates degree preferred
• Experience
  • Minimum of 2 years’ experience as an Administrative Assistant or in an administrative support position reporting directly to       senior management, preferably with a nonprofit
  • Experience managing multiple calendars
• License and Credentials
  • Reliable transportation
  • Valid driver license

Minimum Knowledge and Skills: 

· Reporting and presentation skills

· Time management skills

· Travel logistics

· Working knowledge of nonprofit boards and their structure

· Knowledge of computer software including Microsoft Office

· Must be detail oriented, organized, self-motivated, work well independently and on a team

· Must have good written and verbal skills

· Must have good critical thinking and problem solving skills

Travel Requirements:

Travel requirements for the position includes 25% local and 0% overnight

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Physical Requirements:

The position requires the following physical demands in the frequency noted.

C = Constantly (2/3 or more of the time) O = Occasionally (Up to 1/3 of the time)

F = Frequently (From 1/3 to 2/3 of the time) R = Rarely (less than on hour per week)

Physical   Demands                                 Frequency                           Physical   Demands                       Frequency

Lifting up to 20 pounds                             O                                           Reach above shoulder height        O

Sitting                                                           C                                            Reach below shoulder height        O

Walking                                                        O                                           Driving