Part Time Administrative Assistant

Description

Position Summary

The Administrative Assistant is responsible for providing support to the Executive Director, IN811 Board of Directors, and leadership team while working independently with little or no supervision. This position requires great organizational and time management skills, attention to detail, and excellent interpersonal skills to communicate successfully with employees at all levels of the organization and external stakeholders. The ability to manage sensitive and confidential information is critical for this role. The typical schedule for the Administrative Assistant will be 10:00am – 3:00pm, Monday-Friday with some flexibility. This position will periodically be needed as early as 7:30 am and will need to work a full day. Occasional evening hours are also required for board meetings and events.

Essential Functions

• Arrange and handle all logistics for Board of Director meetings and events, including scheduling meetings; drafting agendas with input from Committee chairpersons and Chairperson of the Board; developing, compiling, and distributing presentation materials; taking meeting minutes for all Board and Board Committee meetings, and disbursing the minutes in a timely fashion after the meetings have occurred.
• Handle conference registrations and travel arrangements for Board members attending approved industry conferences and/or Board meetings.
• Ensure the boardroom is set up with the required supplies (water, coffee, name tents, etc) for onsite committee and board meetings. Arrange lunch delivery for all-day meetings.
• Attend all on-and off-site meetings of the Board and its committees, which will occur outside of normal scheduled hours.
• Become knowledgeable of and ensure compliance with Board policies and bylaws.
• Complete conference and meeting registrations for Indiana 811 leadership team; assist with or maintain list of travel arrangements for the team.
• Assist Indiana 811 leadership team with ad hoc projects as needed, such as mass mailings, making copies, and researching information
• React with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Open, sort, and distribute incoming correspondence and packages, including faxes, ensuring the appropriate individuals are made aware of and receive mail and packages
• Provide general administrative support, including scanning documents, answering general telephone calls and inquiries, and greeting visitors to the corporate office
• Track inventory of office materials such as printer supplies, paper, office supplies, water and coffee for the boardroom, etc. and ensure they are replenished as needed
• Maintain confidentiality even in difficult situations
• Work as needed outside of normal business hours, which may include early mornings or late evenings

Requirements

Required Knowledge and Abilities

• Excellent organizational and time management skills; ability to effectively handle multiple, concurrent tasks and activities 
• High level of attention to detail
• High proficiency with MS Office 365 (Word, Excel, PowerPoint, Outlook, and Teams)
• Outstanding written and verbal communication skills
• Ability to work well independently and under pressure
• Some moderate lifting (up to 25 pounds) may be required on an occasional basis 

Work Environment and Physical Demands

Work is performed both in a standard office setting and a remote home office setting. Work is primarily sedentary work that requires the employee to remain in a seated or standing position for extended periods of time and use repetitive motion of the hands, wrists, and fingers. Close visual acuity is required to perform required computer functions, including extensive reading and communication via telephone and virtual meetings. The employee may need to lift up to 20 pounds of force occasionally to carry, lift, push, pull, or otherwise move objects.  

Education and Experience

• HS diploma or equivalent required; Associate degree or administrative professional certification a plus
• Minimum of 5 years’ experience providing administrative support to managers, leaders, or executives required; previous experience supporting a Board of Directors preferred