Position: Administrative Assistant
Reports to: President
Neighborhood Allies seeks an assertive, high performing individual to fill an Administrative Assistant/Office Manager position. The Administrative Assistant & Office Manager will provide administrative support to the President and perform office management, record keeping, and scheduling functions for the office. The successful candidate will be responsible for running the office in a highly efficient and effective manner by handling necessary administrative, organizational, communication, and other functions for a fast paced community development organization. Successful candidates should be highly motivated, well-organized, have excellent written, oral and computer communication skills, including proficiency with Microsoft Office Suite, and be able to relate to senior level executives and grassroots residents.
Key Responsibilities Include:
- Coordinates Neighborhood Allies Board activity by scheduling and coordinating Board and Committee meetings, preparing and distributing meeting materials, taking meeting minutes, and maintaining related records.
- Reserve meeting space, handle food arrangements, and prepare room set up for meetings.
- Provides administrative support to the President by maintaining and managing President’s calendar, coordinating and scheduling meetings, initiating and preparing correspondence, meeting agendas, screening all correspondence and phone calls, make travel arrangements, assisting in staff meetings and maintaining files.
- Schedules and prepares agenda for staff meetings. Monitor and approve invoices related to office expenses. Provides administrative support to other staff on an as needed basis.
- Ensures office efficiency by participating in the development, implementation and maintenance of office policies, procedures and systems. Maintains established standards and recommends system enhancements. Recommends equipment and training needs. Maintain good relationships with vendors.
- Administers employee attendance/time off and applicable HR performance files.
- Maintains office files including: creation of new files/filing systems and handling of all filing.
- Maintains office equipment and furnishings, including: the scheduling of routine maintenance and repairs, and researching new or replacement equipment, as needed.
- Maintains and orders all office supplies for the office including: paper products and other items needed for meetings and events.
- IT backup support as needed. Assist in the accounting software maintenance.
- Schedules and coordinates arrangements for staff travel as needed.
- Maintains the office in a clean and orderly fashion including the conference room before and after meetings.
- Produce and proofread a variety of correspondence including: faxes, agendas, letters, memos and other communication generated by staff.
- Maintains a high level of proficiency with grant management as needed.
- Maintains the grants database including: monitoring grant report due dates, generating reminders to staff, and other necessary reports.
- Ensures the computer hardware and software is properly maintained and updated.
- Maintains the organization’s communication lists for the Board, committees, and other stakeholders.
- Prepares information needed for quarterly performance reports, annual report, website, and other marketing materials.
- Completes check request, income control, and invoice creation request documents.
- Ensures timely and accurate payment of invoices and other bills.
- Assists with special projects as requested.
- Bachelor’s degree in business administration, communications/public relations, nonprofit management, office management, urban planning or related field from an accredited college or university required.
- Two years of increasingly responsible experience in office management, business administration, communications/public relations, nonprofit management, community development, urban planning or a related field.
- Experience using Google functions, specifically Gmail and the Gmail calendar.
- Experience using and maintaining office equipment, as well as updating and general support for various office machines, including copy machines and staff computers.
- Strong organizational skills with ability to prioritize a high volume workload and perform well in a fast paced, high expectations environment.
- Excellent written/oral communication and listening skills, and ability to utilize new technologies for communication.
- Excellent customer service skills.
- High level of professional ethics.
- High degree of initiative and independent judgment.
- Ability to always maintain a positive attitude in relating to staff, clients, Board members, and other community representatives.
- Strong analytical and problem solving abilities.
- Openness to learning and eager to grow and develop skills and abilities.
- Ability to work effectively with key partners.
- Experience in working with neighborhood constituencies in urban neighborhoods.
- Understanding of nonprofit organizational structure and related material.
SALARY: Neighborhood Allies offers a competitive salary and excellent benefits.
TO APPLY: Please send cover letter, resume and salary requirements to:
225 Ross St., Suite 202
Pittsburgh, PA firstname.lastname@example.org
The deadline to apply is Monday, July 21st. No phone calls please.
NEIGHBORHOOD ALLIES IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY AND INCLUSION.