Since 2006, we are a grassroots movement of friends creating a small revolution of kindness in our community to eradicate food insecurity and eliminate generational poverty. Now, all we’re missing is Y-O-U!
We are seeking a motivated and outgoing Administrative Assistant to join our team. In this role, you will provide administrative and direct support to the Executive Director and the nonprofit’s office staff ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls, scheduling appointments, planning meetings, filing and writing correspondence. Additionally, you will serve as the Human Resources and Payroll Assistant for the organization. The ideal candidate is highly organized with excellent written and verbal communication skills, a strong attention to detail, initiative and the ability to manage multiple projects and deadlines.
Essential Duties & Responsibilities
Provide basic administrative support
Schedule appointments and maintain a calendar
Coordinate meetings, including attendee management, materials preparation, room set-up, meals, and issue resolution
Take notes in meetings ensuring that proper follow-up and deliverables are calendared and kept on task.
Write emails, memos, and letters and distribute them appropriately
Maintain an organized filing system
Maintain & update Standard Operating Procedures for organization
Provide comprehensive support services to the Executive Director that ensures outstanding communication and responsiveness
Support Executive Director with internal and external communications
Prepare and edit correspondence, communications, presentations and other documents
Provide Administrative support for foundation and government grants
Manage and administer human resources and payroll services
Manage new emloyee boarding, PTO, benefits and performance management programs.
Prepare payroll through ADP services
Provide assistance to the Common Heart’s Board of Directors including maintenance of all Board documents, facilitating communication to the Board, and preparation for meetings.
Assist with special projects and other general office tasks as needed or assigned
Full Time Position: 30 Hours per week
Benefits/Perks
Competitive Compensation
Paid Time Off
Holidays
401k with matching
Voluntary Group Dental & Vision Insurance
Qualifications
Commitment to the mission, vision and values of Common Heart
High school diploma/GED required, Associate’s degree or administrative training is preferred
3 years of work-related experience including administrative, human resources, and project management
Highly proficient with email, word processing, presentation, spreadsheet, payroll processing (ADP) and project management software
Highly organized with excellent time management skills and the ability to prioritize projects
High level of attention to detail, and creative problem-solving abilities
Strong interpersonal skills with the ability to take initiative, multi-task, and be a team-player
Ability to handle sensitive and confidential situations with diplomacy
Ability to function independently but with high degree of coordination and communication
Valid Driver’s License
A background check and drug screening is required for this position