Job Title: Administrative Assistant
Location: Oberlin, OH
Reports To: CEO
Job Summary: The Administrative Assistant will provide comprehensive administrative support to the CEO and assist schedule high-level executive meetings, travel arrangements, fundraising events, and follow-up phone calls. This role is crucial in ensuring the smooth operation of the organization and supporting its mission.
Key Responsibilities:
1. Administrative Duties for the CEO:
o Manage the CEO’s calendar, schedule appointments, and coordinate meetings.
o Prepare and edit correspondence, Board of Director reports, and presentations.
o Handle confidential information with discretion.
2. Arranging Meetings:
o Schedule and coordinate internal and external meetings.
o Prepare meeting agendas, take minutes, and distribute them promptly.
o Ensure meeting rooms are prepared and equipped.
3. Travel Arrangements:
o Book flights, accommodations, and transportation for the CEO and other staff as needed.
o Prepare travel itineraries and ensure all travel documents are in order.
o Handle travel-related expenses and reimbursements.
4. Event Coordination:
o Assist in planning and executing organizational events, including fundraisers, conferences, tradeshows, and community outreach programs.
o Coordinate with vendors, exhibitors, and attendees to ensure successful participation.
o Manage registration and follow-up communications
o Coordinate event logistics, including venue selection, catering, and guest lists.
o Manage event budgets and track expenses.
5. Phone Calls and Communication:
o Answer and direct phone calls, take messages, and handle inquiries.
o Maintain professional and courteous communication with stakeholders.
o Draft and distribute internal and external communications.
Qualifications:
• Proven experience as an administrative assistant or in a similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and non-profit database, preferred
• Ability to handle multiple tasks and prioritize effectively.
• High level of discretion and confidentiality.
Preferred Qualifications:
• Experience in a non-profit organization.
• Familiarity with event planning and coordination.
• Knowledge of travel booking systems and procedures.