IGNITE Alabama – Nonprofit Hiring for Administrative Assistant Job at Remote Full Time

COMPANY SUMMARY

IGNITE! is a holistic and supportive ecosystem designed to educate and bridge communication gaps between organizations, service providers, and minorities within the State of Alabama, especially African Americans and Female Business Owners.

Our mission is to ensure that minorities stay informed, have a clear understanding, and receive access to Federal, State, and Local Funding, as well as resources and technical assistance needed to competitively compete, succeed, and excel.

JOB SUMMARY

We are looking for a responsible Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities.

Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems.

The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry (non-profit), we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Check-in daily with Executive Director and/or Operations Manager to ensure that required needs are met (i.e., schedules, recordings, meetings, meeting links, etc.)
• Manage and maintain calendars; (book travel, flights, hotels, etc.); book meetings or speaking engagements as requested
• Handle office tasks, such as filing, generating reports and presentations
• Provide real-time scheduling support by booking appointments and preventing conflicts.
• Screening phone calls and routing callers to the appropriate party.
• Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research.
• Maintain polite and professional communication via phone, e-mail, and mail.
• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on management’s behalf
• Maintain comprehensive and accurate records
• Organize meetings, including scheduling, and sending reminders
• Correspond with project task holders regarding all active projects, online/offline events and clients
• Handle support emails (corresponding with clients regarding any questions they may have)
• Attend all team meetings and scribe/notate discussion
• Act as the knowledge base for all required systems
• Schedule session reminder emails and other communications as needed (i.e. reminders to complete progress report) for clients
• Perform additional duties as requested and assigned
• Act as the point of contact for internal and external clients

Skills

• Proven experience as an administrative assistant or office admin assistant
• Knowledge of office management systems and procedures
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• High level of professional written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Detailed oriented and strong feedback and follow-up skills

• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Job Type: Full-time

Pay: $17.00 – $20.00 per hour

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
COVID 19 measures are still recognized: sanitizers, masks are recommended.

Education:

• High school or equivalent (Preferred)

Experience:

• Administrative Assistants & Receptionists: 3 years (Required)
• Microsoft Office: 2 years (Required)

Work Location: Remote