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

● 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
this job portal is powered by CATS