Administrative Assistant

Purpose Of the Position

The Administrative Assistant will provide high-level administrative support primarily to the Executive Director of the Schlitz Audubon Nature Center.  This position will play a crucial role in ensuring the efficient functioning of the organization by overseeing various administrative tasks and managing office resources. In addition to providing administrative support to the Executive Director, the Administrative Assistant will coordinate general office activities and operations to ensure efficiency and compliance with company policies, will manage office supplies and ordering, will schedule meetings and appointments, and will provide general administrative support to the Center.

Essential Functions

Executive Support

• Serve as primary support partner to the Executive Director, helping execute priority goals, track deliverables, and ensure implementation across departments.
• Conserve the Executive Director’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and organizing summarized info/data.
• Maintain appointment calendar and schedule by planning and scheduling meetings, conferences, and teleconferences. Coordinates meeting preparation with room reservations, set-up, and catering.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Prepare and distribute meeting materials and reports, take notes, manage agendas, and coordinate next steps and action items.
• Provide cross-functional project support across departments as needed.

Administrative Management

• Oversee and coordinate office administrative procedures and review, evaluate, and implement new procedures.
• Provide administrative support to senior management team and other staff.
• Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
• Manage office supplies inventory, anticipating needed supplies, placing, and expediting orders for supplies.
• Maintain a safe, secure, and pleasant work environment.
• Establish work priorities and ensure deadlines are met and procedures are followed.
• Prepare and edit correspondence, reports, memos, forms, and presentations.
• Maintain office files and records, ensuring they are up-to-date and properly managed.

Qualifications And Experience

• High school diploma required, bachelor’s degree in business administration or related field preferred.

• Ability to communicate effectively and professionally.

• Excellent organizational skills with attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint) with the ability to learn new or updated software.
• Minimum of four years of related experience required.
• Ability to multitask and prioritize workload
• Interpersonal skills to interact effectively with all levels of staff and external contacts.

• Flexible hours as dictated by the needs of business for projects and meetings.

Preferred Attributes:

• Business sense – has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Commitment to excellence – perform duties at the highest level possible on a consistent basis.
• Excellent communicator – able to interact with people of all levels in a confident, professional manner.
• Demonstrate ability and temperament to work with sensitive information.
• Team player – have team-oriented experience and approach.
• Service focus – dedicated to meeting the expectations of the Executive Director and other senior leaders by maintaining effective relationships with interested parties.

Hours

Full-time, non-exempt 40 hours per week. Pay range is $20-$22/hour