Administrative Assistant

Location: Oberlin, OHReports To: CEOJob Summary: The Administrative Assistant will provide comprehensive administrative support to the CEO and assist schedule high-level executive meetings, travel arrangements, fundraising events, and follow-up phone calls. This role is crucial in ensuring the smooth operation of the organization and supporting its mission.Key Responsibilities:1. Administrative Duties for the CEO:o Manage the CEOs calendar, schedule appointments, and coordinate meetings.o Prepare and edit correspondence, Board of Director reports, and presentations.o Handle confidential information with discretion.2. Arranging Meetings:o Schedule and coordinate internal and external meetings.o Prepare meeting agendas, take minutes, and distribute them promptly.o Ensure meeting rooms are prepared and equipped.3. Travel Arrangements:o Book flights, accommodations, and transportation for the CEO and other staff as needed.o Prepare travel itineraries and ensure all travel documents are in order.o Handle travel-related expenses and reimbursements.4. Event Coordination:o Assist in planning and executing organizational events, including fundraisers, conferences, tradeshows, and community outreach programs.o Coordinate with vendors, exhibitors, and attendees to ensure successful participation.o Manage registration and follow-up communicationso Coordinate event logistics, including venue selection, catering, and guest lists.o Manage event budgets and track expenses.5. Phone Calls and Communication:o Answer and direct phone calls, take messages, and handle inquiries.o Maintain professional and courteous communication with stakeholders.o Draft and distribute internal and external communications.Qualifications:Proven experience as an administrative assistant or in a similar role.Excellent organizational and time-management skills.Strong written and verbal communication abilities.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and non-profit database, preferredAbility to handle multiple tasks and prioritize effectively.High level of discretion and confidentiality.Preferred Qualifications:Experience in a non-profit organization.Familiarity with event planning and coordination.Knowledge of travel booking systems and procedures.