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: cancouncil@cancouncil.org no later than 5PM August 7th, 2020.