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Administrative Assistant

Location : Ocala
Job Type : Talent Center Postings
Hours : Full Time
Required Years of Experience : 2
Required Education : High School Diploma
Travel : No
Relocation : No

Job Description :

Are you looking to work for a growing nonprofit foundation where you can make a difference within the organization and in the community? Are you interested in supporting our directors and staff as they work with local nonprofit businesses coordinating and offering services to help them obtain, sustain and continue funding of their organization?


Non-profit organization is looking to hire an experienced, innovative, and outgoing individual as our Administrative Assistant. 




Summary:




Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports Directors and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected.




Responsibilities:



  • Answer and direct phone calls

  • Organize and schedule meetings and appointments for staff

  • Maintain contact lists

  • Produce and distribute correspondence memos, letters, faxes and forms

  • Assist in the preparation of regularly scheduled reports

  • Develop and maintain a filing system

  • Order office supplies

  • Submit and reconcile expense reports

  • Provide general support to visitors

  • Provide information by answering questions and requests

  • Take dictation and prepare meeting minutes

  • Research and creates presentations

  • Internet research for projects

  • Handle multiple projects

  • Write letters and emails on behalf of other office staff

  • Book conference calls and meetings  

  • Maintain computer and manual filing systems

  • Handle sensitive information in a confidential manner

  • Take accurate minutes of meetings

  • Coordinate office procedures

  • Reply to email, telephone or face to face inquiries

  • Develop and update administrative systems to make them more efficient

  • Resolve administrative problems

  • Receive, sort and distribute the mail

  • Maintain up-to-date employee holiday records

  • Greet and assist visitors to the office

  • Photocopy and print out documents on behalf of other colleagues


Hours:                 Monday – Friday 8:30-5:00pm




Salary :                Exempt position     $31,200 per year to start




Benefits:              2 weeks vacation


                             Medical Benefits available after probationary period of 90 days.


 


Required Qualifications :

Requirements:



  • Associates Degree preferred

  • Proven administrative or assistant experience

  • Knowledge of office management systems and procedures

  • Excellent time management skills and ability to multi-task and prioritize work

  • Attention to detail, taking initiative and problem-solving skills

  • Excellent written and verbal communication skills

  • Strong organizational and planning skills

  • Proficient in MS Office; QuickBooks

  • At least 2 years of experience in office setting

  • High school diploma or equivalent


Administrative Assistant top skills and proficiencies:      



  • Reporting Skills

  • Administrative Writing Skills

  • Microsoft Office Skills

  • QuickBooks

  • Constant Contact

  • Analysis

  • Professionalism

  • Problem Solving

  • Supply Management

  • Verbal Communication

  • Office Administration Procedures

  • Typing Skills

  • Attention to Detail & Initiative

  • Accuracy

  • Multitask

  • Telephone Skills

  • Teamwork

  • Discretion and Judgment

  • Patience


Skills :
Microsoft Excel Microsoft Word Office Administration Problem solving Quickbooks
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