The Patterson Family Foundation office Administrative Assistant is a key member of the team, providing comprehensive support to ensure the smooth and efficient operation of the office and assisting executives with various administrative tasks. This role requires a proactive and organized individual with strong communication skills and the ability to handle multiple responsibilities in a fast-paced environment. This role requires work in the office 5 days a week and will report to the Senior Director of Operations.
Essential Functions
Office Maintenance: Oversee the maintenance of the office environment, including stocking supplies, ordering office supplies and equipment, handling mail, coordinating with vendors and service providers, and addressing facilities issues as they arise.Reception Duties: Sit at the reception desk to greet visitors, answer phone calls, and direct inquiries to the appropriate associates, providing a professional and welcoming presence at the front desk. Stay informed about the foundation's history and mission, organizational policies, procedures, and initiatives to provide accurate information and support to associates.Event Coordination: Assist in the planning and executing 3-4 events per year, including logistical arrangements, catering coordination, guest invitations, and on-site support during events.Executive Scheduling: Manage the scheduling and calendar coordination as needed for Patterson Family Foundation executives, ensuring efficient use of their time and prioritizing meetings and appointments accordingly.Document Preparation: Prepare and format documents, presentations, and reports as needed, utilizing Microsoft Office Suite and other relevant software.Meeting Support: Provide logistical support for meetings, including scheduling, preparing materials, taking meeting minutes, and arranging catering or other amenities.Associate Onboarding: Assist with onboarding new associates, including setting up workstations and providing orientation materials.Personal Attributes
Service-minded problem solver.Attention to detail and accuracy in all tasks.Excellent communication and interpersonal skills.Ability to prioritize tasks and manage multiple deadlines.Proactive and self-motivated with a strong sense of initiative.Ability to work both independently and collaboratively in a team environment.Professionalism and discretion when handling confidential information.Skills and Experience
A bachelor's degree in a relevant field is preferred.Previous experience in office management or executive assistant role.Experience with event planning and coordination.Experience in business writing and editing.Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).Must possess and maintain a current, valid driving license and auto insurance.Strong problem-solving skills and ability to think critically. Job Type: Full Time
Salary Range: $50,000 - 74,999
