Administrative Assistant

Administrative Assistant

Job Requirements : Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals. Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs. Create, maintain, and enter information into databases. Use computers for various applications, such as database management or word processing. Operate office equipment, such as fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions. Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material. Operate electronic mail systems and coordinate the flow of information, internally or with other organizations. Schedule and confirm appointments for clients, customers, or supervisors. Maintain scheduling and event calendars. Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports. Complete forms in accordance with company procedures. Conduct searches to find needed information, using such sources as the Internet. Locate and attach appropriate files to incoming correspondence requiring replies. Open, read, route, and distribute incoming mail or other materials and answer routine letters. Make copies of correspondence or other printed material. Learn to operate new office technologies as they are developed and implemented. Train and assist staff with computer usage. Order and dispense supplies. Prepare conference or event materials, such as flyers or invitations. Provide services to customers, such as order placement or account information. Arrange conference, meeting, or travel reservations for office personnel. Manage projects or contribute to committee or team work. Coordinate conferences, meetings, or special events, such as luncheons or graduation ceremonies. Mail newsletters, promotional material, or other information.

Job Summary : The Administrative Assistant provides administrative and clerical support to NAMI Southeast Wisconsin (NAMI SEWI) to ensure efficient daily operations. This position serves as the first point of contact for the organization and is responsible for welcoming guests, managing incoming communications, coordinating front-desk activities, distributing correspondence, and redirecting phone calls as needed.

Qualifications : 1. Possess a high school diploma or equivalent; an associates degree or vocational training in office administration is a plus. 2. Demonstrate a history of successful work as a clerical or administrative assistant. 3. Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. 4. Excellent communication and interpersonal skills. 5. Strong organizational and multitasking abilities. 6. Show attention to detail and effective problem-solving skills. 7. Demonstrate the capability to maintain confidentiality and handle sensitive information. 8. Previous experience working with people impacted by mental health conditions and / or nonprofit organization is preferred. 9. Knowledge of office management systems and procedures. 10. Willingness to adhere to NAMI Southeast Wisconsins mission and values.