The Administrative Assistant – Part Time is responsible for providing administrative support to HOPE Dealers Outreach to assist with and facilitate progress towards Building Our Future goals. The incumbent will perform daily clerical work and support assigned staff with department projects, data management, and other general office duties. In addition, this position provides logistical assistance for various meetings and events.
The ideal candidate is experienced in handling a wide range of administrative and director support related tasks and is able to work independently with minimal supervision. This person must be exceedingly well-organized, flexible and able to uphold the mission and values of Building Our Future in every aspect of the work.
The ability to maintain a high level of professionalism and confidentiality while interacting with internal and external stakeholders while remaining adaptable, proactive, resourceful, and efficient is crucial to this role.
Essential Duties & Responsibilities
• Provides administrative support to assigned team members, which include scheduling, meeting coordination, material preparation, data entry, making travel arrangements, processing expense reporting, and other general administrative tasks.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for internal customers as well as external stakeholders and groups.
• Identifies scheduling conflicts and provides regular scheduling updates to the team during weekly team meetings.
• Manages Outlook calendar appointments for the Director and team, including invitations for all Collaborative Action Networks, Leadership Table, Executive Committee, Data Team, and Communication Team.
• Coordinates meeting and event registration and logistics, which includes securing space, arranging for food refreshments, preparing materials, and confirming participant reservations and attendance.
• Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, reports, etc.) to communicate information and/or create documentation in paper and/or electronic format. Uploads all documents in the Google folder and manages organization of the folder.
• Maintains up-to-date records, which includes files, contacts lists, and database entries (e.g. CRM)
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Participates in event planning as required.
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Provides support in managing Building Our Future’s social media posts on various platforms as assigned.
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Answers and directs phone calls; prepares mailings and packages for delivery.
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Provides general support to visitors.
Non-Essential Duties
• Assists with organizational and community events, up to and including set up, tear down, and other clerical duties as needed.
