Dementia Together is hiring: Administrative Assistant in Fort Collins

Job Title

Administrative Assistant

Supervisor

Business Manager in close association with the Executive Director and Manager of Hope

General Statement of Duties

Dementia Together seeks a highly organized and compassionate Administrative Assistant to support our mission to create communities in which no one has to walk the dementia journey alone. An Administrative Assistant plays a crucial role in supporting the business manager, executive director, and program manager in the smooth operation of daily activities related to education and enrichment programming.

In summary, the Administrative Assistant is integral to the operational success of educational programs by ensuring that all logistical, communicative, and administrative tasks are handled efficiently and effectively. This role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced setting and manage confidential information with discretion.

Responsibilities of every Dementia Together position:

Professionally and positively represents the organization with integrity and with a respectful, joyful kindness and enthusiasm, exemplifying dementia-friendly communication strategies for meaningful interaction with people living with dementia.

Collaborates with the Dementia Together team to develop innovative solutions that address the challenges of a growing program.

Completes timely reports for data tracking related to programs, financials, and operations, ensuring information is clearly communicated for staff and board updates and decision-making.

Maintains professional confidentiality by restricting internal discussions to relevant staff or board members who can positively address any issues.

Adheres to the ethical guidelines outlined in the Dementia Together Employee Handbook to foster a culture of trust among volunteers, participants, colleagues, and the community.

Contributes to organizational development and vision within the scope of the position, upholding values that support the long-term sustainability and success of the organization.

Responsibilities of Administrative Assistant:

Provide administrative support to the leadership team at Dementia Together with key responsibilities including:

1. Behind-the-scenes assistance for executive director and leadership staff efforts involved in managing organizational operations and facilitating communication with the board, staff, program participants, and community members.

2. Class and Workshop Preparation

• Assist in organizing and preparing materials for classes and workshops, ensuring all resources are available and ready for use
• Coordinate logistics such as room bookings, equipment setup, and participant registrations.

3. Data Entry and Reporting

• Accurately enter data related to class attendance, participant feedback, and program outcomes into databases and/or spreadsheets.
• Generate regular written reports to assist management in evaluating program effectiveness and making informed decisions.
• Assist with preparing acknowledgement letters for donations.
• Assist with data reporting for grant applications, media, board, and stakeholders

4. Communication Management

• Handle incoming and outgoing communications including phone calls, emails, and correspondence on behalf of the business manager and executive director.
• Maintain a positive, professional demeanor while interacting with participants, colleagues, and community members.

5. Administrative Tasks

• Perform general office duties such as copying, filing, and organizing documents to maintain an efficient workspace.
• Assist with meeting notifications, managing calendars, and coordinating appointments.
• Assist with making travel arrangements for the executive director and accompanying staff.
• Prepare and distribute meeting agendas, minutes, and follow-up materials for board and staff meetings.

6. Additional Support

• Provide additional administrative support as needed by the business manager, executive director, or Manager of Hope to ensure seamless operations.
• Stay adaptable to take on new tasks or projects that may arise in a dynamic work environment.
• Assist with event planning and coordination for programs and fundraisers
• Assist with donor and volunteer databases.
• Write and send thank you notes and invitations as requested

Qualifications:

Bachelor's degree preferred

3+ years of administrative experience, ideally in a nonprofit setting

Excellent organizational and time management skills

Strong written and verbal communication abilities

Proficiency in Microsoft Office Suite and database management (Salesforce)

Experience with event planning and coordination

Ability to multitask and prioritize in a fast-paced environment

Compassionate and patient demeanor when interacting with clients and families

Knowledge of dementia and senior care issues preferred

Key Competencies:

Attention to detail

Discretion and confidentiality

Problem-solving skills/prioritization skills

Flexibility and adaptability

Empathy and emotional intelligence

Team player with a positive attitude

The ideal candidate will be passionate about Dementia Together's mission to cultivate joy and build stronger connections for those living with dementia, their care partners, and the community.

Additional Requirements

Friendliness, enthusiasm, kindness, and compassion.

SPECAL-informed to practice and model SPECAL strategies with participants (we can offer this training).

Possession of a current and valid driver’s license, automobile insurance, and reliable transportation.

Successful completion of a background screening according to the policies of Dementia Together.

Working Conditions

This job operates in a professional office environment. This role routinely uses standard office equipment including, but not limited to computers, phones, and photocopiers. Hybrid office locations of home, organizational office, and other facilities/buildings throughout Northern CO. Some meetings are in-person and some are online.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands and arms to lift and carry.

The employee is occasionally required to sit, climb, balance, stoop, kneel, crouch or crawl. The employee must frequently lift and move up to 10 pounds and occasionally lift and move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Pay Starting $20/hour

General working hours

Full time

8:00 am- 4:30 pm Monday to Friday with occasional weekends/evenings as needed for organizational needs.

Classification non-exempt

This description does not state or imply that the duties listed are the only duties to be performed by the Administrative Assistant. Employees are required to follow job-related instructions and perform other reasonable job-related functions as may be assigned by the Business Manager, Manager of Hope, Executive Director, or Board of Directors.

Dementia Together complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Robin Westcott, (970) 305-5271, office@dementiatogether.org