Administrative Assistant - Eastpointe Job at PACE Southeast Michigan in Rosevill

Administrative Assistant

Under the direction of the Director of Operations, the Administrative Assistant is responsible for providing administrative support to PACE Southeast Michigan.

Specific Duties and Functions:

• Accurate typing ability from rough draft; prepares correspondence in final form
• Schedules appointments; arranges for meetings and conferences; completes travel arrangements and maintains direct reports’ business calendars
• Proactively review direct reports’ calendars for conflicts to make adjustments and/or seek guidance from direct report
• Plans and implements office practices and procedures, such as the maintenance and revision of departmental document flow and filing systems
• Maintain department databases including contact information for donors, participants, caregivers, employees, elected officials, and community partners for mailings, mass emails, robo-calls, photo releases and other information tracked by the Public Affairs and Philanthropy department
• Maintains recurring and special reports and financial statements which depict department activities such as fundraising and community giving
• Assist with the planning and execution of fundraising, educational, grand opening, and other departmental events.
• Ensures the timely acknowledgement of donor gifts with thank you notes
• Prepares invoices for donor gifts
• Schedules social media posts and contributes to content
• Maintains department records and files, including tracking for compliance
• Manages and processes specified orders with outside vendors for department and from other departments
• Manage and fulfill department orders, track inventory
• Maintain volunteer contact information
• Compile minutes from meetings and department huddles
• At the direction of the Director of Public Affairs, update center signage as needed
• Adheres to deadlines as established with the capability to prioritize functions as assigned
• Other duties as assigned

Skills, Knowledge and Abilities Required:

• High School diploma/GED required. Bachelor’s Degree preferred
• Requires 1 to 2 years of progressively responsible administrative work experience
• Requires computer literacy and proficiency in Microsoft office, web-based database programs, social media with a requirement to type an average of 40-60 WPM
• Proficiency with Outlook and scheduling
• Attention to detail, excellent follow-through, flexibility
• Requires excellent interpersonal communication skills – both verbal and written - to effectively deal with internal team members and outside customers