Administrative Assistant Job at Lifeworks, Inc. in Westwood

Overview

Job Title: Administrative Assistant

Reports To: Executive Assistant

MISSION
Advocacy • Empowerment • Opportunity

Responsibilities

• Assists Executive Assistant and Senior Leadership with coordination of all meetings and committees as assigned and requested. Duties include communications regarding meetings, scheduling, meeting room setup; preparation of meeting materials; distribution of meeting materials prior to meetings to all members; recording minutes and distributing minutes along with other meeting material.
• In conjunction with the Executive Assistant, may be responsible for downloading materials from secure and encrypted websites, ensuring the privacy and security of distributed materials. Works with committee chairs, senior leadership and other meeting leaders on the management of all meetings. Meetings include but are not limited to: Board meetings, Board committee meetings, Agency ad hoc committees, Division and Department meetings as assigned and all other meetings as necessary.
• Schedule and book conference rooms as requested. Maintain a log and tracking system for equipment used with conference rooms.
• Serve as the primary Administrative Assistant for certain departments, managing electronic information for all persons served in those programs as assigned or as needed.
• Assist the Executive Assistant in managing the building reception area, support all administrative assistants at the reception desk, and collaborate with receptionists, temporary staff, and other support staff under the Executive Assistant.
• Provide coverage to the reception area as necessary, including answering and screening phone calls and admitting guests to the building via the security system.
• Assist the Executive Assistant with training Administrative Assistants/Receptionists on the phone system and, in the absence of the Executive Assistant, cover Receptionists’ lunch breaks, arrange coverage for vacations/sick days, and assist with phone inquiries, directing visitors and mail/delivery dissemination as needed.
• Monitor and manage records of incoming checks and funds; maintain a log and submit to Lifeworks Business Office. Prepare outgoing correspondence (mail, email, faxes); review incoming faxes and distribute to appropriate staff. Oversee incoming/outgoing mail as needed and manage specialized mail requests.
• Order and maintain supplies; arrange equipment maintenance for departments as assigned. Coordinate with Management Team to order furniture and other non-capital items to support the agency’s mission.

Supervisory Responsibilities

Not Applicable

Qualifications

• Education and/or Experience: High School Diploma or GED; five years related experience and/or training; or equivalent combination of education and experience.
• Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write and proofread routine reports and correspondence. Ability to speak effectively before groups and to take notes for minutes.
• Mathematical Skills: Ability to perform basic arithmetic and interpret data; ability to compute rate, ratio, percent and read bar graphs.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions; handle problems involving several concrete variables in standardized situations.
• Vehicle/Travel: Requires a legally insured and inspected automobile for use during working hours. If an agency vehicle is available, staff may be required to drive it as needed.
• Certifications, Licenses, Registrations: Valid and current driver’s license; notary public preferred or to-be-come.
• Physical Demands: Regular use of hands; occasional lifting up to 50 pounds; ability to stand, walk, sit, and reach; vision requirements; reasonable accommodations available.
• Work Environment: Standard office environment; reasonable accommodations may be made for disabilities; noise level usually moderate.

Disclaimer

This job profile identifies the general duties and minimum level of skills required to perform this job. It is not intended to represent a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned. The employee can be responsible for all other duties as assigned by supervisor. Employment at Lifeworks is on an at-will basis. This means that the employee or employer may terminate employment at any time, for any reason or for no reason and with or without prior notice. Nothing in this job description or employee handbook creates an employment agreement, express or implied, or any other agreement between an employee and Lifeworks.