Administrative Support Associate - Healing and Recovery

Wabanaki Public Health & Wellness (WPHW) is growing, and we are excited to be adding new people to our team!  If you value inclusivity, balance, and cultural centeredness and have a true passion for serving others, you may be a great fit for our team!  WPHW is a non-profit organization that serves four federally recognized tribes located in five communities:  the Houlton Band of Maliseet Indians, the Aroostook Band of Mi'kmaq, the Passamaquoddy Tribe at Indian Township, the Passamaquoddy Tribe at Pleasant Point, and the Penobscot Nation.  Wabanaki traditions, language, and culture guide our approach and describe the ways we live in harmony with each other and the land we collectively share.  Services are available to community members living on and off-reservation across the State of Maine.

Position Summary:

The Administrative Support Associate for Healing and Recovery provides key administrative functions and logistical support for the Leadership Team. This position will be focused on providing project planning support to the Wabanaki Healing and Recovery (WHR) center. This is accomplished by preparing and coordinating project plans, work plans, and status reports for aspects of WHR. This position will review director’s emails to prioritize responses and scheduling meetings. This position will meet with the directors and managers to develop work status reports to track the ongoing flow of work, track decisions, and ensure practices are aligned with organizational policies and procedures. They are a self-directed team player who takes initiative, anticipates needs, is well organized, enjoys project planning, and ensures consistent high-quality results. 

Duties and Responsibilities:

Program/Project Management Support 

• Organize, plan, and implement specified projects for WHR


• Meet with the WHR Senior director, directors and their managers to document current projects 


• Work with directors, managers, and other key stakeholders on gathering details for the WHR Senior directors


• Support accounting processes including: accounts payable tracking and invoice payments, processing purchase reports, travel expense report vouchers, consultant invoices, and credit card charges.


• Assisting with meeting arrangement, travel planning, travel reimbursements, and scheduling conference calls.


• Develop and manage project plans for organizational efforts 


• Follow up and close loop on tasks with key stakeholders to ensure project dates are met.


• Maintain calendar of events for the WHR Senior Director


• Schedule meetings and send invitations


• Maintaining a strong working relationship with internal as well as external constituencies. 

Information Preparation 

• Coordinate briefing materials, information flow, and manage correspondence 


• Review, format, and facilitate dissemination of information and scheduling for internal and external communication – memos, emails, presentations, reports, as directed 


• Attending directors’ meetings to prepare minutes/summaries, capture action items and next steps. 


• Develop project status report and update on a weekly basis 


• Prepare electronic and print communications (newsletters, brochures, publications, Microsoft Word, Excel, and PowerPoint documents) for distribution, including copy editing, formatting documents for professional presentation, and arranging for document printing if necessary


• Assist with distribution of marketing and promotional materials

Logistical and Event Coordination 

• Assist with making arrangements for events set up and take down


• Ensure the accurate and thorough reporting of time and activities  


• Managing all aspects of special projects as assigned. They are expected to perform duties with a high degree of independence, initiative, and judgment. 

Systems Development 

• Maintaining executive databases and filing systems; both electronic and paper 


• Create repository for knowledge shared in meetings and in presentations; create boiler plate language 


• Initiative and willingness to take on other duties as assigned


• Other duties and tasks assigned.

Education and Experience Required:

• Bachelor’s Degree in Business, Finance, Public Health, or other related field and 2 year of progressively complex administrative experience – preferably supporting senior management or C-level executive(s) in a non-profit setting – OR -  


• At least 6 years of progressively complex administrative experience – preferably supporting senior management or C-level executive(s) in a non-profit setting  


• Project Management experience strongly preferred

Skills and Qualifications Required:

• Excellent planning, time-management, analytical, and organizational skills 


• Proven experience prioritizing and making decisions with respect to multiple competing priorities 


• Proven interpersonal skills and experience providing complex administrative support in a high-profile, fast-paced environment with courtesy, flexibility, professionalism, diplomacy, efficiency, and confidentiality. 


• Excellent verbal and written communication skills, including grammar, spelling and composition are necessary. 


• Extremely proactive and detail oriented while working in a fast-paced environment 


• Works under minimal supervision; can set own work sequence and pace within process limitations, as well as a self-starter who will be to take direction and feedback from supervisor, as needed. 


• Proficient use of standard office equipment such as printers, copiers, faxes, and scanners etc. 


• Flexibility, creativity, and ability to work with a variety of personalities and constituencies to meet the demands of the role. 


• Ability to serve as a trusted member of an essential team and uphold a strict level of confidentiality. 


• Ability to prioritize the current agenda of tasks and anticipate future responsibilities.  


• Proficient in Microsoft Office, including Outlook, Word, Excel, PowerPoint as well as Microsoft 365, Teams, and Zoom. Project Management software experience is desirable. 


• Possession of a valid driver’s license and the ability to be insured under the Agency’s automobile insurance plan at the standard rate. 


• 
  Must pass criminal background check.

Wabanaki Public Health & Wellness is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.