Personal Assistant

Role and responsibilities:

Maintains confidential records of employees and is required to update, maintain and review files as needed, including managing the flow of new employee documents during the recruitment process.
Provides the first point of contact for public inquiries for the agency, answering telephone calls and/or in-person inquiries and forwarding or recording messages to appropriate staff as appropriate. Responds to routine requests for organization and services and provides a friendly, professional welcome to the general public.
Checks and prioritizes incoming correspondence and other materials for employees; handles incoming and outgoing mail.
From draft or general instruction, word processing, data entry, and typing support such as confidential correspondence, meeting minutes, forms, client information, and proposal/policy writing will be provided.
Develops confidential proposals/policies and other internal documents, as well as various internal memorandums. Maintains professionalism and strict confidentiality of all materials and communications.
Participates in the recruitment and selection of employees by performing duties such as advertising vacancies, reviewing resumes, scheduling interviews for the hiring committee, reviewing references and educational requirements, and taking notes at job interviews.
Produces confidential reports from databases as required by the Executive Director by researching, collecting, organizing data, compiling, then designing the format and printing the reports.

Maintains an inventory of office supplies by checking inventory to determine stock levels; forecasting the necessary supplies; evaluation of new office products; placing and expediting purchase orders; and verification of receipt of consumables.
Maintains and updates the agency's website with program updates and job postings.
Works with various office equipment, such as computers, printers, copiers, fax machines, multi-line telephones.
Supports the office equipment listed above with consumables.
Ensures cleanliness and order in the office, conference room, kitchen and other areas.
Can orient, supervise and direct volunteers and/or student interns as needed.
Can delegate and supervise the occasional administrative assistant and key support staff and duties as needed.
Performs other related tasks as needed.

Qualifications and experience:

Impeccable organizational skills.
Extended Microsoft Office, especially Excel.
Excellent skills in Microsoft Office 365.
Exceptional time management skills.
Flexibility with change.
Strong communication and interpersonal skills.
Ability to properly handle sensitive and confidential information.
Ability to quickly learn systems, processes and procedures.
Strong initiative and execution of assigned tasks or projects.
Excellent organizational skills; attention to detail.