Administrative Assistant

Overview

The Administrative Assistant provides a welcoming, professional first impression of Ampact to members, employees and all visitors. Responsibilities include receiving internal and external calls, and directing members, visitors and deliveries to the appropriate individual(s) within the organization. Incumbent will also provide administrative support to the management team as appropriate. This position will observe confidentiality of all employee, AmeriCorps member and organization matters.

Responsibilities

1. Receptionist (30%): As the front desk receptionist for the office, this position will be responsible for greeting and assisting all visitors, answering and routing phone calls  to the appropriate staff member, maintaining polite and professional communication via phone, email and mail.  Acts as main point of contact for internal and external clients. Administrative Assistant will be in the office full time.
2. Recruitment Inquiries (20%): This position will be responsible for answering the phone line and email address specific to AmeriCorps member recruitment inquiries,
3. Administrative Support (30%): Provide administrative support to the organization and the Operations Manager. This support includes, but is not limited to: scheduling and setting up for meetings, ordering and maintaining office supply inventory, coordinating equipment maintenance and repair, assisting with printing and mailings, managing daily mail process, supporting process for onboarding and deactivating employees’ online accounts, acting as a liaison with the building cleaning and maintenance crews, creating and maintaining an organized and tidy office environment, and providing support to the Executive Leadership Team in coordinating and organizing retreats/meetings. (as requested). Using and managing employee blog “Inside Arrow”.
4. Event Arrangements and Logistics (15%): The Administrative Assistant will help in booking event registrations for staff, support the planning of staff retreats and events including catering and agenda support.
5. Other Duties as Assigned (5%): Under the direction of the Operations Manager, complete other duties and projects as assigned.

Qualifications

Minimum Education

• High School Diploma

Minimum Experience

• Proven experience as an Administrative Assistant

• Knowledge of office management systems and procedures

• Proven ability to create a positive experience for others in a fast-paced environment

• Proven ability to work well with others and on teams

• Strong communication skills, both verbal and written

• Work independently

• Demonstrated ability to show initiative and be proactive

• Excellent time management skills with ability to prioritize and multi-task

• Attention to detail and problem-solving skills

• Knowledge of office management systems and procedures

• Proficiency in MS Office (MS Word, MS Excel) and use of computers

• Familiarity with or interest in education and/or social causes

Physical Requirements

Reading & Math Inc. is committed to compliance with the Minnesota Human Rights Act and the Americans with Disabilities Act and will make reasonable accommodations as possible to enable employees to perform the essential function of their positions.

This position requires the ability to:

• Travel as needed to coordinate office set-ups and/or attend meetings

• Communicate effectively with people/groups in multiple settings within and outside the organization

• Effectively utilize existing and emerging technology to achieve required results

• Transporting of moderately heavy objects up to 25 pounds

EEOC

Ampact will not discriminate for or against any AmeriCorps service member or applicant on the basis of race, color, creed, national origin, gender, age, religion, sexual orientation, disability, gender identity or expression, political affiliation, marital or parental status, familial status, military service, or any other category protected by law. Reasonable accommodations provided upon request.