The Administrative Assistant provides support for chapter’s staff leadership in Constituent Event Development, Care and Support, Concern and Awareness and Public Policy. The Administrative Coordinator also supports the Executive Director, serves as the chapter liaison for accounting and provides general office support for the chapter headquarters. Responsibilities are carried out in accordance with the Alzheimer’s Association’s national policies and procedures.
Areas of Responsibility:
- Provide receptionist duties including greeting and assisting visitors and answering multi-line phone and transferring calls, receiving and distributing incoming & outgoing mail.
- Provide administrative support to assigned employees by scheduling appointments, copying, making meeting arrangements, preparing meeting materials and summaries, making travel arrangements, and other tasks as requested.
- Provide administrative support to the Marketing and Communications Manager and the Director of Programs with promoting chapter programs, events and awareness activities.
- Create, proofread and/or update documents, spreadsheets, presentations and other documents for assigned staff using MC Office software, Google and Adobe applications.
- Maintain accurate records of office equipment, office leases and vendor contracts, and assist with purchases and office relocations.
- Serve as the chapter’s accounting liaison to the home office, to:
- Manage accounts payable to ensure invoices are properly coded, approved, mailed and paid. Request and maintain source codes, project codes and grant codes and customize chapter accounting forms as needed.
- Assist the home office in preparing year-end financial statements including submitting records of in-kind donations, direct donor benefit and reconciling grant expenses.
- Assist in the development of the annual budget.
- Utilize MAS 500 accounting system and Team Approach to track donations, financial transactions, prepare reports and assist staff with financial recordkeeping and reporting.
- Provide administrative and logistical support for all chapter fundraising events, including but not limited to activities which support The Longest Day and Walk to End Alzheimer’s. Work in collaboration with the Chapter Management Team, to help ensure the success of all constituent events.
- Support Chapter Management Team in volunteer leadership efforts by ensuring clear communication with volunteers for constituent events, and by assisting in the recruitment, education and utilization of volunteers.
- Manage office functions, including the maintenance of office and kitchen supplies and off-site storage of chapter records. Order brochures and other items from the national office for the chapter. Maintain accurate records of orders, inventory and costs for all program materials.
- Provide back-up support for workshop and conference development, including but not limited to registration, scheduling.
- Perform queries of the database to create mailing lists, reports, or other items as requested by staff
- Provide support as needed to ensure the success of the Chapter’s advocacy efforts, including but not limited to the preparation for events such as Coffees with Congress, Forum and Day on the Hill.
Educational Background:
Two years post-secondary education in a related field.
Skills/Experience:
- Two years of experience as an administrative assistant, secretary, office manager or similar position.
- Proficiency with Microsoft Office 2007 or later applications, including Word, Excel, Power Point and Outlook
- Experience in In Design and Publisher is recommended
- Proficiency with Google application for email, calendar, Drive and contacts.
- Proficiency with a constituent database program.
- Accurate data entry skills.
- Accurate proofreading skills.
- Excellent telephone and in person customer service skills.
- Commitment to the mission of the Alzheimer’s Association.
- Ability to recognize and set priorities, follow through on requests and projects and meet deadlines.
- Must be self-directed and self-motivated; able to work with or without detailed instructions and without close supervision.
- Respond to inquiries and problems in a timely and professional manner.
- Ability to operate office equipment as listed below
- Ability to analyze data and present in written and verbal form
- Ability to life and move up to 25 pounds.
- Ability to sit and work at computer terminal for extended periods.
- Must be able to communicate effectively with people of diverse backgrounds and ages.
- Ability to coordinate multiple tasks simultaneously and work with frequent interruptions.
- Must have valid driver’s license with a good driving record, access to a reliable vehicle and proof of insurance.
Job Function:
Organization Info
Listing Stats
Post Date:
Jul 7 2018
Active Until:
Aug 7 2018
Hiring Organization:
Alzheimer's Association
industry:
Nonprofit