Administrative Assistant Job at Charity Care Group The Foundation in Suffolk

Administrative Assistant – Charity Care Group

Overview

The Administrative Assistant at Charity Care Group plays a key role in supporting the executive team and advancing the organization’s mission. This position requires strong administrative skills, excellent communication abilities, and a commitment to nonprofit work. Below are the primary job duties for this role.

Administrative Support

• Manage calendars for the executive team, including scheduling meetings, appointments, and travel to ensure efficient use of leadership time.

• Draft, review, and organize correspondence, reports, and presentations, handling confidential information with discretion.

• Prepare meeting agendas, record minutes, and track action items to ensure timely follow-up and accountability.

• Screen, prioritize, and respond to emails, phone calls, and other communications on behalf of the executive team, acting as a gatekeeper for critical matters.

Program Oversight Assistance

• Coordinate with program leads and directors to align activities with organizational goals and track progress on grant-funded projects, including monitoring reporting deadlines and deliverables.

• Assist in preparing materials for board meetings, donor presentations, and other key events, ensuring all documentation is accurate and timely.

• Support the executive team in managing special projects from conception to completion, often working independently.

Community Engagement

• Serve as a liaison between the executive team and external stakeholders, including donors, partners, and government officials, representing the organization professionally.

• Attend community events or meetings as needed, sometimes representing the executive team to promote the organization’s mission and initiatives.

• Foster positive relationships with internal and external contacts, acting as a primary point of contact for the executive team’s office.

Operational Efficiency

• Maintain organized records of nonprofit activities, including grant applications, budgets, compliance documents, and board materials.

• Oversee logistical arrangements for meetings, events, and travel, ensuring all details are managed efficiently.

• Support the executive team in maintaining compliance with organizational policies and relevant regulations, especially regarding board and grant activities.

• Anticipate the needs of the executive team and proactively address potential issues to ensure seamless daily operations.

Key Attributes and Skills

• Demonstrated discretion and confidentiality in handling sensitive information.

• Exceptional organizational and multitasking abilities, with strong attention to detail.

• Excellent written and verbal communication skills, with the ability to interact effectively with diverse stakeholders.

• Proficiency in Microsoft Office Suite and project management tools.

• Ability to work independently, prioritize tasks, and adapt to changing priorities in a fast-paced, mission-driven environment.

This position is central to the effectiveness of the executive team and the overall success of Charity Care Group’s programs, requiring a proactive, detail-oriented, and mission-driven professional.