Administrative Assistant to the Chief Capacity Officer (CCO)

Location: Greenfield, MA
Date Posted: 04-17-2017
Reporting to the Chief Capacity Officer (CCO), the Administrative Assistant is responsible for the day-to-day operations and provides a variety of skilled administrative and clerical duties necessary to support the CCO as well as program staff in Greenfield and other locations.

Primary Duties and Responsibilities

● Ensure basic office operations run smoothly (e.g., phones, mail, supplies, equipment, filing, etc.) and visitors space is attended presentable.
● Organize and maintain electronic and paper filing system and files to include files kept in common areas and/or accessible by all staff in Google Drive and utilized across the organization, as well as confidential finance, accounting and HR files maintained by the CCO or HR Manager
● Create, update and maintain templates for staff use (e.g., letterhead, reimbursement forms)
● Work with the CCO to address staff requests about facilities or operations; continue to find ways to improve office flow, function, and efficiency
● Maintain office supplies and equipment and keep an inventory of on- and off-site equipment; manage related vendor services to include office cleaning service; copier rental and servicing; business insurance, etc.
● Process incoming and outgoing mail; answer telephone; respond to general e-mail inquiries or make referrals to other staff; provide general clerical support to include copying, collating, mailing, etc.
● Responsible for bank deposits of donations, grants and any other payments that arrive via mail
● Maintain Staff Calendar to include birthdays, anniversaries, staff meetings and convenings, and send reminders to staff meeting facilitators
● Support CCO in documenting and keeping standard operating procedures and policies up to date; identify areas that could function more efficiently if systematized; research, recommend and support implementation of new systems
● Working closely with Salesforce Administrator, ensure the quality and functionality database of contacts (e.g., partners, allies, donors, subscribers, prospects, etc.)
● Implement systems and follow protocols to protect data integrity and overall quality to include tasks relating to cleaning data
● Meeting and travel support:
● Working closely with members of the Training & Capacity Building Team, the office of the CEO, and others as needed, provide administrative support and coordination for meetings, convenings, and training
● Create and/or edit electronic presentations and other meeting materials to include handouts, signs, sign-in sheets, etc. as needed to support staff leading the event
● Reproduce and assemble participant packets and handouts; arrange for shipping or mailing of materials and equipment
● Identify potential meeting sites and make vendor recommendations to staff leading the event
● Support meeting logistics and liaise with hotels and other vendors to reserve rooms, arrange meals, secure AV equipment, etc.
● Provide periodic support to communications team to include running website analytics reports and reports related to social media engagement, and executing assigned edits to the website or social media accounts

Qualifications
● A commitment to social change work and company's mission
● Four-year college degree preferred, with 3-5 years office experience. Additional, relevant life and professional experience will be considered in lieu of a degree
● Exceptionally strong computer skills and technology fluency with word processing, spreadsheets and
presentation software (proficiency in Microsoft Office and Google Apps); customer relationship management (CRM) databases (Salesforce preferred); and project management software
● The ability to plan, organize and prioritize work while working with and managing others goals and expectations
● The ability to work accurately and quickly with close attention to detail, often on multiple projects at a time
● Strong written and oral communication skills
● A love of and natural inclination to high-quality customer service in all relationships
● Creativity and resourcefulness
● Excellent judgment, with the ability to manage confidential and sensitive information
● The ability to see both the tasks at hand as well as the big picture they are part of
● Experience in environments where things move fast and flexibility is needed; willingness to jump in and to get the work done
Griffin Staffing Network, LLC
1145 Main Street Suite 508
Springfield, MA 01103
Phone (413) 788-0751
http://www.griffinstaffingnetwork.com/
this job portal is powered by CATS