Senior Administrative Assistant
Cincinnati Preschool Promise
The Cincinnati Preschool Promise (CPP) is a non-profit organization that makes high quality preschool affordable and accessible for Cincinnati families. CPP was launched in 2016 when voters approved a 5-year levy for Cincinnati Public Schools, dedicating $15 million annually to preschool expansion. CPP is looking for a Sr. Administrative Assistant to coordinate and manage all logistical and administrative activities and processes.
Performs a wide range of administrative duties of a highly responsible and complex nature. Initiative and judgment are often required in absence of specific directions. Administers programs, projects and/or processes specific to the CPP operations. Serves as a liaison with others within and outside the organization regarding meetings, events, purchasing, personnel, facilities, information technology, and operations. The role will be full-time (40 hours per week) and requires occasional evening work. The Sr. Administrative Assistant will provide direct support for a team of 6, but be focused on, and report to, the Executive Director.
Functions and Responsibilities
The specific functions and responsibilities of the Sr. Administrative Assistant will include, but not be limited to:
*Provides optimum support to the Executive Director and team by remaining aware of organizational goals.
*Provides ongoing communication and prioritizes work in order to meet deadlines.
* Coordinates schedules and tracks appointments as well as maintaining and distributing organizational calendars.
*Coordinates and arranges meetings, prepares agendas and board materials, reserves and prepares facilities as needed, and overall coordinates and organizes meetings.
* Contacts board members, community leaders, and other persons important to CPP in order to transmit information and obtain data.
* Accurately captures and records Board and Committee Meeting minutes and posts information to the CPP website in compliance with the Sunshine Laws.
*Schedules and moderates virtual meetings on a variety of online platforms including Zoom, Google Hangouts, and others.
*Answers, screens, and directs incoming calls. Greets internal and external partners and volunteers, fielding questions and inquiries.
*Organizes and maintains confidential paper and online records systems as required.
* Assists in preparing a variety of ad hoc and recurring reports including proofreading and formatting for print and digital distribution.
*Performs difficult and/or sensitive information gathering and assists with distributing such reports to the appropriate people.
*Tracks and orders office supplies and arranges for equipment maintenance.
*Sorts and distributes incoming mail as well as prepares outgoing mail and other correspondence. Responds to incoming mail and other materials not requiring the attention of the manager(s) supported.
*Type letters and reports from rough drafts, making changes in grammar, punctuation, and spelling as needed.
*Introduces new employees and volunteers to the systems and processes of the CPP team.
*Supports the team by assisting with copying, faxing, scanning, filing, mailing, and other tasks of a similar nature as needed and as time allows.
The following qualifications will be desired to adequately perform the role of Sr. Administrative Assistant as described above:
*High school diploma or equivalent
*Intermediate skills and experience in Microsoft Office programs (e.g., Word, Excel, PowerPoint), Google Apps (e.g., Gmail, Google Calendar, and Google Drive), and Adobe Acrobat Pro DC
* Enthusiasm for the CPP mission of expanding quality preschool for children
*Capable of working almost exclusively remotely during COVID-19 pandemic, and as needed thereafter
*Can facilitate meetings via online platforms (Zoom, Google Meet, and others)
*Ability to field inquiries and manage customer relations with a high level of customer service
*Strong written and communication skills
*Ability to work collaboratively
*Ability to manage multiple projects at one time
*Excellent at organization skills
*Ability to organize and retrieve files and records
*Willing to learn, able to adapt to new processes and systems, and able to follow direction
Apply for the position here.
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