Administrative Assistant

The Administrative Assistant provides administrative support to the Vice President of Program Services and/or other members of Executive Staff.  Duties include: general office functions, receptionist responsibilities for the administration office, communications both internally and externally for the agency and performing related work as required.  Work is performed under general supervision of the Vice President of Program Services.

As instructed by appropriate Vice-President performs the following duties:

  • Prepares letters, statements, narrative and statistical reports.

  • Arranges for meetings and conferences and take minutes.

  • Maintains organizational files, contracts and records.

  • Receives and screens office visitors and telephone calls.

  • Schedules appointments with and for the VP of Programs/Exec VP .

  • Supports the VP of Programs/Exec. VP in projects and assignments.

  • Prepares agendas and takes minutes at Senior and Executive Staff meetings, and other meetings

  • Works closely with other Executive Administrative Assistant to act as a backup for their job duties

  • Prepares materials and makes arrangements for Senior and Executive Staff retreats and events.

  • As directed, makes changes, updates and additions to agency forms and policies.

  • Assists with arrangements and communication for events within the office.

  • Coordinates some office functions with other agency departments.

  • Research, price and purchases office supplies and printed materials such as letterhead and business cards.

  • Assists other Administration and Program Departments with special projects and mailings

  • Participates as a standing officer of the Employee Relations Committee, acting as representation from Executive Staff. Participates in events and meetings given by the Employee Relations Committee.

  • As instructed, participates in events and meetings given by the Development Department.

  • Assists Vice-Presidents in tasks for the agency or for specific departments, such as assisting and maintaining CARF documentation.

  • Maintains a planning calendar to ensure management ordered actions are completed.

  • Maintains and prepares informational material for meetings.

  • Assists with arranging catering and venues for Program Meetings as needed.

  • Routes minutes, meeting notices and general Arc information to staff.

  • Maintains records and files for ISL Budget Variances, Leases and Landlord information and other reports and duties as required.

  • Responsible for collecting, organizing and routing Physician Orders and Medication Administration Records from/to residential departments.

  • Will assist in covering the Front Desk as assigned.

Required Knowledge, Skills and Abilities

  • Proficient with Microsoft Office; Outlook, Word, Publisher and Excel

  • Good knowledge of general office practice and business English

  • Ability to deal effectively with the public and state and local officials

  • Ability to learn the operating practices of the agency

  • Ability to multi-task and take projects to their end

  • Ability to type at the rate of no less than 50 words per minute

  • Duties require professional verbal and written communication skills

  • Three (3) years of general clerical or administrative support experience in an office setting is. Possession of a High School Diploma from an accredited high school or equivalent. Previous experience working in a non-profit setting that includes a Board of Directors is preferred.

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