The Administrative Assistant plays an integral role in supporting the Administration team in maintaining and supporting the effective, day-to-day functioning of First Nations’ operations and programs in a fast-paced environment. This is a full time in-office position, Monday through Thursday, 8 am to 5 pm; This is not a remote or hybrid-working position.
Essential job duties are performed in adherence to First Nations’ standards, policies, and procedures, and to local, State, and Federal laws and regulations. Reasonable accommodation may be made, if requested, to enable individuals to perform the essential functions of the job.
This job description is not designed to cover or contain a comprehensive listing of job duties. First Nations is a collaborative organization that relies on teamwork. Other job duties may be assigned as needed.
Administration Assistance: With direction from the Facilities Manager, the Administrative Assistant coordinates and supports First Nations’ administration duties including:
- Providing strong, solutions-oriented customer service to staff and external partners by:
- Answering inbound calls and directing callers to appropriate staff members;
- Promptly responding to requests from staff and vendors;
- Performing filing, scanning, and archiving documents, as requested;
- Managing all incoming and outgoing mail (USPS, UPS, FedEx); and
- Assisting staff with administrative tasks that include mailings, conference preparation, and purchasing supplies.
- Maintaining a professional, organized office setting with attention to:
- Preparing common areas and meetings spaces prior to and after meetings;
- Managing supply inventory by ordering and restocking supplies (e.g., office, printer, mailing, marketing, kitchen supplies, hospitality supplies); and
- Ensuring storage areas are well organized and maintained.
·Supporting efforts across departments to ensure that program and department requests are met;
·Supporting First Nations’ Programs, Grantmaking, Communications, Development, HR, and Finance teams guided by in-house policies, procedures, and processes as follows:
- Assisting with in-house mailings;
- Recording daily checks/donations revenue log;
- Serving as the first point of contact with grant applicants and grantee partners and connecting callers to appropriate program and grantmaking staff;
- Coordinating approval and signing of a variety of agreements with both the First Nations leadership team and departments; and
- Preparing orders for the $pending Frenzy program;
- Maintaining First Nations’ library to keep educational materials and organizational publications organized and in stock.
Administration Procedures: The Administrative Assistant supports the Administration team including the Facilities Manager and Executive Administrator and plays a role in reviewing, maintaining, and updating First Nations’ administration procedures in the Admin team’s digital folders. This position supports the Administration team in ideating efficient administrative systems and processes and making improvements where needed.
- Experience with, and knowledge of, Microsoft 365 (e.g., Outlook, Word, Excel) and basic Adobe products
- Experience with, and knowledge of, using shipping sites (UPS, FedEx, USPS)
- Experience with, and knowledge of, using copy machines
- Reliable vehicle for occasional errands
Preferred Requirements
- High School Degree
- Experience with, and knowledge of, nonprofit organizations and best practices
- Willingness to work with diverse cultures/audiences, and with American Indian, Alaska Native and/or Native Hawaiian communities and cultures
- Notarized
KNOWLEDGE AND SKILL REQUIREMENTS
- Focused self-starter: detail-oriented, organized, and self-motivated to produce timely, quality work in a fast-paced office environment
- Analytical and solutions-oriented thinker: ability to work independently, organize, prioritize, and manage multiple projects, and work under pressure to meet deadlines on multiple job assignments
- Tech savvy: comfortable learning new software and databases
- People-person: Excellent customer service and interpersonal skills
- Strong communicator: professional and strong written, verbal, and listening communication skills
- Strengths-based mentality: positive attitude and effective in working with people at all levels of experience/proficiency
- Team player: Demonstrated ability to work in a team environment
The salary range for this position is $45,000 to $62,000 annually.
- Complete the job application form at: First Nations Employment Application Form https://airtable.com/appigf5R7P2zloP4A/shrWvG1JTI56CHkWM
You will be asked to upload your cover letter, resume, and three references in the job application