Administrative Assistant

Description

The Administrative Assistant provides support to the executive and external affairs teams with specialized projects assigned by the Chief Executive Officer. This position plays an active part in representing SPFC in various roles both internally and externally, as well as becoming involved with other department projects and events as necessary. This position reports to the Chief External Affairs Officer.

Schedule

Monday – Friday between 8:30 am to 5:00 pm

Supervisory Responsibilities

None

Position Responsibilities

General Administrative Support

• Maintain onsite availability during business hours to support administrative building entry needs (guests, vendors, volunteers, etc.); welcome and route guests appropriately.
• Manage all aspects of outbound and inbound mail and ensure SPFC’s postage machine has necessary funds, coordinate maintenance and repair of postage machine as needed.
• Review and appropriately route agency faxes.
• Route and respond to general phone inquiries.
• Maintain general contracts filing systems and support the administrative needs for the review, establishment, and/or renewal of vendor contracts (e.g., vendor follow-up and coordination, contracts execution, contract filing, contract retrieval, etc.)
• Review, develop, and maintain filing systems for organizational information (including archival Board information, development files, CEO office files, etc.)
• Ensure basic supplies at administrative building remain stocked, including office supplies, coffee bar supplies, and supplies for bathrooms. Support supply orders agency-wide at the request of the executive team and directors.
• Coordinate communications with office equipment vendors and ensure the equipment is in good working order.
• Provide direct communications with SPFC’s janitorial company, providing input on needs as communicated by partners across the agency.
  
  

Executive Team Support

• Coordinate and schedule meetings for the executive team on request for meetings requiring the alignment of multiple schedules.
• Coordinate and schedule other organization-wide and team meetings (e.g., all staff) at the request of executive team members, including registering team members and their staff for conferences, events, and other engagements.
• Provide set-up for meetings, including securing locations, securing and setting up refreshments, coordinating IT needs, managing clean-up, etc.
• Support executive team administrative needs including preparation of purchase orders, scanning, filing, and coordinating contracts execution (signatures, submission, etc.)
• Assist and support the CEO on specialized projects as assigned.
• Manage all aspects of board meeting preparation including room set-up, catering ordering/set-up, and making board packet copies.
• All other duties as assigned.
  
  

Agency-wide Responsibilities

• Maintain documentation and records in compliance with policies and procedures
• Maintain confidentiality
• Support St. Pete Free Clinic's commitment to diversity and inclusion
• Adhere to agency policies and procedures and all Federal and State regulations and local ordinances
  
  

Requirements

Required Skills & Abilities

• Professional, respectful communication with all regardless of perceived status in organization or outside of organization
• Strong attention to detail and capability to organize and manage competing priorities
• Strong judgment and discernment; unwavering commitment to confidentiality
• Strong written and verbal communication skills
• Capability to prioritize inter-and cross-departmental collaboration
• Proficient in Microsoft Office Suite and related software
• Capability to use a broad range of technology
• Commitment to and modeling of St. Pete Free Clinic values
  
  

Education & Experience

• High school diploma, GED, or equivalent required
• 3 or more years of administrative support experience
  
  

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times
  
  

SPFC is a Drug and Alcohol-Free Workplace.