Administrative Assistant

Job Purpose Responsible for the first impression of CAN Council in the Saginaw County office of the GLBR as the receptionist, assistant to the President & CEO and administrative assistant.
CAN Council Values Adaptability * Collaboration * Ethics * Cultural Competency * Professional Growth * Quality* Service
Reports to and evaluated by Administrative Services Director
Requirements Associates degree or equivalent office experience; excellent communication and interpersonal skills; organized and timely; knowledge of Microsoft Office (Outlook, Word, Excel), ability to work efficiently, effectively and with flexibility and good humor.


Receptionist Duties (main responsibility)

  • Greet all visitors in a friendly and professional manner
    • Notify appropriate staff member of visitor’s arrival
    • Utilize Microsoft Outlook and Office calendar for staff’s daily schedule
    • Assure proper check-in/out of visitor’s arrival/departure
  • Answer a multi-line telephone system (even during CAN Council events)
    • Transfer phone calls to appropriate staff members or their voicemail
    • Forward message and faxes to appropriate staff members
    • Responsible for phone coverage at all times
  • Maintain up-to-date knowledge of all staff’s availability
  • Process all in-kind donations

Administrative Duties

  • Oversee the front office volunteers
  • Ensure there are appropriate inventory levels:
    • Office, copy and printer supplies
    • Kitchen and cleaning supplies
    • Snacks and soft drinks for meetings and be responsible for the returnable cans
  • Purchase all items necessary for the entire organization to function smoothly
  • Responsible for printing all presentation and event collateral and ensuring appropriate levels are kept in stock – for all locations
  • Schedule CAN Council – all locations presentations; utilize the databases to document presentation and assemble appropriate collateral for all presentations to ensure presenter is prepared in a timely manner
  • Assemble necessary collateral for outreach events and ensure appropriate staff has collateral in a timely manner
  • Track collateral distributed and demographics for both presentations and events using the database
  • Assist staff with basic day-to-day copying and printing questions
  • Assist with office projects including cutting, folding and other clerical duties required for the organization’s success

Assistance to the President/CEO

  • Assist the President/CEO: schedule appointments and manage various projects as requested by the CEO
  • Administrative liaison to the Board of Directors and Executive Committee:
    • Reserve meeting rooms, create calendar invites, order food and setup for each meeting
    • Create meeting agendas with the guidance of the President/CEO
    • Acquire program frontline reports from Program Directors prior to each board meeting
    • Email agendas, meeting materials, program collateral and program frontline reports prior to each meeting
    • Create and update board manuals and all board files
    • Maintain a book of board minutes, agendas and program reports
    • Track, tabulate and maintain electronic board votes
  • Plan the Annual Board Meeting

Workplace Appearance and Maintenance

  • Maintain the appearance of the front office, volunteer work area, conference rooms, reception area, bathrooms and kitchen area (including refrigerator)
  • Set up the conference room for meetings
    • Tidy room prior to meeting
    • Prepare refreshments – snacks and drinks
    • Order food
    • Clean up after the meeting
  • Maintenance of office equipment: i.e. copy machine
  • Assist Office Manager with overseeing cleaning company
    • Inform cleaning company areas of concern
    • Monitor cleaning company’s performance on a weekly basis
    • Ensure cleaning company is completing tasks as specified in the contract

To apply, email a resume and cover letter to: no later than 5PM August 7th, 2020.