Administrative Assistant 

Your Position Is vital to Y-Knot 

Reporting to the Executive Director the Administrative Assistant is responsible for working with the staff to provide administrative support to Y KNOT’s executive team.  This includes coordinating and scheduling and logistics for large conference calls, webinars, in person meetings and convening’s; mailings; handling vendor invoices/check requests.

 

Duties and responsibilities:

 

  • General office duties include answering phones, drafting correspondence, mailings, monitoring and ordering supplies, photocopying and filing.

  • Coordinate scheduling and logistics for calls, webinars, meetings, and conferences.

  • Light bookkeeping including processing and maintaining electronic records of all vendor invoices.

  • Mail and route correspondence and document as needed.

  • Develop systems that organize and structure the work of the Office of the President.

  • Respond/follow-up/refer out phone calls/voice messages/ e-mails regarding the Executive Director.

  • Maintain timely messaging to Executive Director. Maintain the scheduling of the Executive Director calendar.

  • Support the Executive Director by following through with attention to detail and timeliness on strategic high impact presidential initiatives.

  • Produce correspondence, Excel spreadsheets, reports, forms, organizational charts. Provide ongoing support functions of word processing, filing, copying and other materials and projects as assigned, including outgoing mail and/or back-up Administrative Assistance/Front Desk coverage. Coordinate maintenance of the Executive Director files.

  • Plan, prepare and set up for Board, Executive Board Committee, internal meetings, and other community meetings and functions as requested. Record and distribute minutes and meeting materials in an accurate and timely manner.

  • Assist with implementation and coordination of activity logistics for special events and projects as assigned.

  • Attend Center meetings and trainings per job requirements.

  • Assist the Executive Director with Board Meetings and logistics.

  • Assist the Executive Director in taking minutes of Board Meetings.

  •  

  • Assist with grant administration (e.g. thank you letters, transmittal and rejection letters and reports, open application files, intake on proposal and reports, maintain electronic grant files, database entry, preparation of dockets for board meetings).

  • Report and work with the executive staff for all IT needs.

  • Other administrative duties as assigned by the Executive Team.

 

Qualifications

 

  • Minimum of three years of administrative experience (Non-profit management experience, a plus)

  • Efficient computer skills, including familiarity with MS Office (Word, Excel, PowerPoint, Outlook); Adobe; and database systems.

  • Must be computer literate with working knowledge of technology commonly used in office settings.

  • Excellent organizational skills, including the ability to schedule across time zones with multiple calendars.

  • Ability to prioritize and manage multiple tasks while meeting deadlines.

  • Ability to work independently to complete duties with minimal supervision.

  • Ability to execute tasks with attention to detail and accuracy.

  • Strong communication and interpersonal skills (written and verbal).

  • Experience moving a project from conceptualization to completion.

  • Experience coordinating the planning and logistics for meetings and convening’s.