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Administrative Assistant

Posted 6/23/19
The Administrative Assistant duties and responsibilities of Miles of Smiles, Inc. include providing administrative support to ensure efficient operation of the office. Supports employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Reports directly to the Executive Director.  

 
Responsibilities:

  • Answer and direct phone calls
  • Organize and schedule meetings and appointments
  • Maintain contact lists
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Order office supplies
  • Book travel arrangements
  • Submit and reconcile expense reports
  • Provide general support to visitors
  • Provide information by answering questions and requests
  • Enter data into fundraising database and electronic medical record
  • Research and creates presentations
  • Generate reports
  • Handle multiple projects
  • Prepare and monitor invoices
  • Schedule vehicle service and repair when required
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Maintain professional and technical knowledge by attending educational workshops
  • Contribute to team effort by accomplishing related results as needed
  • Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
  • Organize travel arrangements for staff as needed
  • Write letters and emails on behalf of other office staff
  • Book conference calls, rooms, taxis, couriers, hotels etc.  
  • Answer phones and provide assistance to patient applicants
  • Staff events as needed
  • Maintain computer and manual filing systems
  • Handle sensitive information in a confidential manner
  • Take accurate minutes of meetings
  • Coordinate office procedures
  • Reply to email, telephone or face to face inquiries
  • Develop and update administrative systems to make them more efficient
  • Resolve administrative problems
  • Receive, sort and distribute the mail
  • Answer telephone calls and pass them on
  • Manage staff appointments
  • Greet and assist visitors to the office
  • Photocopy and print out documents on behalf of other colleagues
Requirements:
  • Proven admin or assistant experience
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
Applicants should send a cover letter and resume to:
Christy May, Executive Director
christy@milesofsmilesinc.org

Job Type: Part Time

Salary Range: Up to $29,999