The Administrative Assistant provides comprehensive administrative and organizational support to three lead team supervisors, helping ensure efficient operations, effective communication, and timely completion of priorities. This role requires exceptional organizational skills, attention to detail, discretion, flexibility, and the ability to manage multiple priorities in a fast-paced environment.  This position is in the office 25 hours a week.

 

Key Responsibilities

• Serve as point of contact for internal and external communications with supervisors


• Assist with budget tracking, purchasing requests, invoices, entering and coding all receipts into accounting software.


• Schedule meetings and appointments including:

• Work in E-Space Management System


• Reserve spaces for onsite and offsite for meetings


• Coordinate hospitality, including ordering food when needed


• Prepare for onsite and offsite meetings


• Prepare materials ahead of time for meetings


• Communicate and invite meeting attenders


• Coordinate with IT to set up registration for all events


• Coordinate with Production when they are needed for meetings and events


• Purchase supplies for all meetings and team events

• Assist with Ministry Platform reports and information


• Manage supervisor and team calendars


• Maintain current staff lists for e-mail groups, Team Channels and Asana projects


• Attend weekly meetings when necessary


• Performing day-to-day administrative tasks for supervisors


• Manage team email inbox responding to and delegating anything that does not require action from supervisors


• Handle all (ever-changing) calendar (working at least 3 weeks out) in scheduling details, travel minutia, and general communication (email, mail, texts).