|Job Title:||Administrative Assistant MI|
|Reports to:||Area Manager|
The Administrative Assistant is someone who enjoys problem-solving and taking on new challenges in a fast-paced environment. The Administrative Assistant will be leading the efforts of supporting the office by completing various office and administrative tasks.
- Provide support to the Manager in their day to day
- Ensure confidentiality and controls access to sensitive information at the management level.
- Prepare agendas and make arrangements for team and other meetings.
- Read and analyze incoming communications (memos, reports, inquiries, etc.) to determine their significance, handle communications or appropriately distribute
- Interpret administrative and operating policies and procedures for employees
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the leadership, including those of a sensitive or confidential nature
- Provides leadership to build relationships crucial to the success of the local site, and manages a variety of special projects for the manager
- Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
- Assembles and coordinates project staff, clearly communicating expectations to team members
- Prepares documents and records as requested, such as agendas, notices, minutes for meetings
- Anticipates needs and ensures a consistent and open line of communication
- Maintains a highly functional and organized work environment
- Perform other duties as assigned
Position Type/Expected Hours of Work:
The employee must be available during the “core” work hours of 9:30 a.m. to 5:30 p.m. and must work 37.5 hours each week to maintain full-time status. Occasional evening and weekend work may be required as job duties demand.
Required Education and Experience:
- An Associate degree in relevant field with at least one year experience in office administration
- Ability to respond compassionately to persons who are in crisis (clients and staff), while maintaining appropriate and professional boundaries
- Ability to handle and maintain confidential information, according to HIPPA compliance
- Possess sensitivity to the service population’s cultural and socio-economic characteristics
- Excellent written and verbal communication skills, in English, is a must
- Oral and written fluency in the following languages preferred: Spanish, Urdu, Arabic, Hindi, Somali, Burmese, Karen, Sudanese, Bengali, Swahili, or Amharic
- Proficiency in MS Office Suite (MS Word, Excel, PowerPoint)
- Demonstrates knowledge and experience with MS Office Suite (Word, Excel, Access, Gmail, Google Drive and other Google apps)
Legal Status & Work Authorization:
The candidate desiring to be hired by ICNA Relief must have a legal status, social security number and work authorization by the relevant US authorities. The candidate by virtue of applying for this position authorizes ICNA Relief for his/her Background Check, reference check and a Medical Exam on need basis.
Please note this job description is not all encompassing in terms of duties or responsibilities that are expected of this position. ICNA Relief reserves the right to add, omit or modify duties, responsibilities and activities at any time with or without advance notice.