Administrative Assistant

Job description

Administrative Assistant JOB DESCRIPTION Reports To: Executive Director FLSA Status: Non-Exempt General Function The Administrative Assistant will report directly to the AWCC Executive Director, working closely with the Director of Operations and Senior Advisor to ensure smooth office operations. This position will oversee the AWCC information email, handle office phone calls, record meeting minutes, and assist the AWCC in meeting mission and support other departments when called upon. Major Activities (Typical Duties/Responsibilities) • Manage AWCC phone line and AWCC email inbox • Prompt replies to email inquires • Assist with monitoring social media inquiries • Forward to appropriate team members • Serve as Manager On Duty (MOD) to act as point of contact for AWCC staff during emergencies, and for events/facility rentals • Assist with AWCC events • Support by giving site tours for potential renters • Board of Director Engagement and Coordination • Coordinate meetings attendances and scheduling • Set-up and break-down of quarterly board meetings, record minutes, and transcribe notes • Coordinate logistics for monthly committee meetings, records and minutes upkeep • Assist in maintaining the AWCC photo library • Support Retail and Admissions departments as needed; cash handling and POS/register operation • Support the processing of donations, animal adoptions, and memberships • Cover lunches during peak summer months as needed • Support with Educational needs • Cover step on guides, portions of tours as needed • Coordinate weekly supply runs amongst all team members, maintain efficiency and organization in the offices at the AWCC (Bison Hall and Gift Store) • Responsible for taking meeting minutes for operations and board meetings • Assist with other meeting minutes as assigned • Responsible for doing expense reports • Other duties as assigned Required Skills/Abilities One to two years of previous administrative assistant or similar job experience is required. • Ability to plan, coordinate and balance logistics of a dynamic environment • Must be able to type 60 words per minute. • Proficient in Microsoft Office Suite; Teams, Word, Excel, Publisher, PowerPoint • Experience working with Adobe and Canva platforms • Experience with Teams file sharing and transcription abilities • Strong communication skills, both written and oral. • Ability to compromise, listen, learn, understand and follow instructions and directions • Excellent Customer Service skills • Ability to work directly with the public, providing information and assistance as needed • Must be able to work outdoors in extreme wind, temperature, rain and winter conditions • Must work flexible schedule including nights, weekends, and holidays as needed Benefits and Compensation Package • Compensation range of $25 to $27 per hour, DOE • 12 paid holidays including the employee’s birthday • Annual sick leave, earning 1 hour for every 30hrs worked. Max 56 hours per year. • Paid time off benefits, up to two (2) weeks in first year. Increase in carry over and accumulation rate as tenure of service continues • Option to enroll in AWCC’s 403-b retirement plan. Matching up to 5% after 1 year of service • Option to enroll in medical, dental, and vision insurance. AWCC covers 100% of the employee premium