Administrative Assistant

Job Description

Job Description

Position Overview : The Administrative Assistant is a key member of McMillen Healths programming team, providing essential support to ensure smooth day-to-day operations.

This role involves a variety of administrative tasks and requires strong organizational, communication, and multitasking skills.

Key Responsibilities :

• Office Management :
• Manage incoming calls, emails, and correspondence, redirecting inquiries as necessary.
• Ensure the office environment is clean, organized, and conducive to productivity.
• Database and Records Management :
• Maintain accurate and up-to-date records in the reservation system
• Ensure data integrity and confidentiality in accordance with organizational policies.
• Calendar and Meeting Management :
• Coordinate schedules and arrange meetings, appointments, and events for Director of Educational Services and as needed for Education Department and community
• Prepare meeting agendas, take minutes, and distribute relevant materials as needed.
• Assist with scheduling and logistics for committee and education department meetings.
• Administrative Support :
• Provide general administrative support to Director of Educational Services, including word processing, filing, and photocopying.
• Assist with basic financial tasks such as processing invoices and preparing purchase authorizations.
• Assist with mailings, including drafting emails or printing correspondence.
• Event Coordination :
• Support the planning, coordination, and execution of community projects.
• Assist with scheduling as needed, catering arrangements, guest communication, and logistical coordination
• Help recruit and coordinate staff for projects as needed.
• Communication and Correspondence :
• Serve as a point of contact for internal and external stakeholders, providing courteous and professional assistance.
• Draft and proofread correspondence, reports, and presentations as assigned.
• Maintain and update contact lists, ensuring accuracy and completeness.
• Documentation :
• Maintain and organize physical and digital files, ensuring easy access to important documents and information.
• Help prepare documentation for grant applications and reporting requirements.
2 days ago