Administrative Assistant; Full-time position (1.0 FTE); Competitive Salary and Benefits
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Reports to: Director of Operations
Posting Date: July 29, 2022
Start Date: September 19, 2022
Posting: CADY is seeking an energetic, organized, and detail-oriented administrative professional to join our team. The Administrative Assistant position is a good fit for a self-starter who excels in a busy office environment. The successful applicant will have strong interpersonal and communication skills with the ability to effectively engage with colleagues, as well as a diverse network of community partners. This role is responsible for developing and managing intra-office technology protocols, while performing a variety of administrative and staff support duties for the organization and executive director. This position assists and directs visitors; troubleshoots and resolves administrative issues and inquiries; composes, edits, and proofreads correspondence and reports; and prepares a range of administrative documents. A positive, collaborative mindset is a must. Job description is listed below.
Organizational Overview: CADY, Inc. (Communities for Alcohol- and Drug-free Youth) is a non-profit organization based in Plymouth, New Hampshire with the mission to educate, engage, and empower schools and communities to prevent and reduce youth alcohol, tobacco, and other substance use and to promote healthy environments and promising futures. CADY serves as the Central NH Regional Prevention Network, collaborates with partners to plan and implement environmental prevention strategies, facilitates school-based prevention programming, and also implements the sole youth court diversion program in the Pemi-Baker, Lin-Wood, and Newfound regions. Funding is received from federal, state, county, local municipalities, and private grantors to implement evidence-based prevention programming for youth and young adults in the Central NH region.
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Administrative Assistant position
Job Description
1.0 FTE
ESSENTIAL JOB FUNCTIONS
Administrative Support:
o Coordinates and performs a range of staff and/or operational support activities for the organization; serves as a liaison with external organizations.
o Provides administrative support for the organization such as answering telephones (daily check of staff voicemail and message taking), assisting visitors, and resolving a range of administrative issues and tasks.
o Troubleshoots tech support issues (internet connectivity, printer/copier issues, Microsoft, Zoom, etc.) and serves as liaison for contracted information technology and website services.
o Analyzes and provides recommendations for systems to improve office efficiencies.
o Composes and edits correspondence and/or memoranda from verbal direction, or from knowledge of established organizational policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings; responsible for sending Thank You letters and other acknowledgements; and coordinates mailings.
o Schedules and coordinates in-person and virtual meetings, interviews, trainings, appointments, and/or other similar activities for the director, which may include coordinating travel and lodging arrangements.
o Assists the Executive Director with Board of Directors communications; coordination of meetings; and dissemination of meeting materials. Maintains confidentiality.
o Establishes, maintains, and updates files, databases, records, and/or other documents and assesses need for updated systems.
o Requisitions supplies, printing, maintenance, and other services.
o Serves as the regional Public Health Advisory Council (PHAC) coordinator.
o Maintains an efficient and organized system for storing of supplies, materials, archived files, and equipment.
Event Coordination:
o Responsible for facilitating invitations, registrations, attendance lists, and other tasks for community education events, virtual presentations, and various fundraising events.
Programmatic Support:
o Assists with the preparation of narrative reports and evaluation; performs information gathering as specifically directed.
o Ensures database is current and up to date; strives to understand full potential of the platform, maintains accurate constituent records, coordinates mailing lists, and processes thank you letters for signature.
o Assists executive director in problem solving, project planning, and development and execution of stated goals and objectives.
o Supports the Director of Operations in the promotion of the Prevention Accelerator Media Campaign project including database management, monthly e-blasts, annual toolkit updates, marketing support, and coordination of customer orders.
Other Duties & Responsibilities:
- Participates in relevant taskforces, subcommittees, and trainings.
- Recruits, trains, and monitors CADY’s volunteer base.
- Adheres to all policies, procedures and directives set forth by CADY.
- Assumes all duties as appropriate to this position and maintains a collaborative mindset to support miscellaneous tasks as needed.
Qualifications / Skills / Abilities:
- Bachelor’s degree preferred; at least 3 years of experience that is directly related to the specified duties and responsibilities.
- Proficiency in MS Office with extensive experience in Microsoft Word, PowerPoint, and Excel.
- Proficiency in multi-tasking, maintaining calendars, and scheduling appointments.
- Detail-oriented and comfortable with working in a fast-paced office environment.
- Ability to communicate effectively, both orally and in writing.
- Skilled in computer systems and technology with the ability to provide timely technical support.
- Database management skills with an aptitude for data gathering and report generation.
- Knowledge of supplies, equipment, and/or services ordering and inventory control.
- Analytical thinker with excellent problem-solving skills.
- Requires ability to interact positively with a variety of people and personalities.
- Strong organizing and coordinating skills with dedication to excellence.
- Ability to make administrative/procedural decisions and judgments.
- Professional in appearance and demeanor.
- Understands the operation of general office equipment.
- Requires ability to interact positively with both internal and external partners.
- Knowledge of and commitment to principles, methodology, and practice of prevention and early intervention.
- MUST be a team player.
CADY is an Equal Opportunity Employer
Job Type: Full-time; benefitted position
Job Type: Full-time
Pay: $40,000.00 – $45,000.00 per year
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
Schedule:
- Monday to Friday
COVID-19 considerations:
Our organizational policy adheres to CDC Guidelines.
Experience:
- Administrative: 3 years (Preferred)
Work Location: One location
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