Administrative Assistant

Location

Moline, IL | United States

Job description

Job Summary: The Administrative Assistant is responsible for supporting the job duties of the VP of Finance, VP of Development and Communications, VP of Programs, and the Executive Director of EveryChild. The ideal professional for the role is a flexible problem solver with superb communication skills with a detail-oriented mindset. They should have prior experience thriving in an administrative capacity in an office environment. Multitasking and the unique ability to deftly handle the unexpected are essential qualities to bring to the position.

Work Site: EveryChild Main Office with some local travel required.

Supervisor: Executive Director

Specific Duties:

• Ensure general management of the office. Calling vendors as needed, restocking supplies, helping with copying, filing, and other projects that arise.
• Act as a point of contact for all technology and facility related problems for staff and vendors.
• Perform a variety of administrative duties, such as sorting and distributing incoming mail and faxes, scheduling appointments, and making travel arrangements.
• Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference.
• Maintain filing system, contact database, employee list, and inventories.
• Oversee and order office supplies, program supplies, and food deliveries for group meetings.
• Review bank accounts daily and enter deposits into accounting system.
• Process checks.
• Perform medical billing to insurance companies and Medicaid.
• Enter accounts receivable information into accounting software.
• Record donations in fundraising software and assist with donor stewardship.
• Help with planning and organizing annual Gala.
• Assist with Human Resources functions such as posting open positions, filing paperwork, and new hire orientation.
• Assist with the preparation of packets for Board of Directors meetings, attend Board of Directors meetings, and assist with capturing minutes from meetings.
• Complete projects for leadership team members.

General Duties:

• Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience.
• Nurture a positive working environment.
• Update spreadsheets used by accounting, development, and admin as requested.
• Attend all EveryChild staff meetings.
• Participate in internal and external committees as appropriate.
• Assist in general EveryChild planning, public activities and fundraising, as appropriate.
• Other duties as assigned.

Qualifications:

• 3-5 years of experience in an office setting (human services field a plus).
• Excellent interpersonal skills.
• Ability to embrace organizational goals and work in a team-oriented environment.
• Ability to adhere to professional boundaries and confidentiality requirements.
• Strong organizational skills and time management skills.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office applications.
• Bilingual a plus, but not required

Job tags

Salary

$35k - $40k