Full-Time Administrative Assistant

Our client near Pittsburgh is hiring for a hybrid Administrative Coordinator provides high level administrative support to the Executive Director and contributes to the efficiency of the executive/administrative component of the organization through coordination and support activities, including but not limited to, those related to the Board of Directors. The Administrative Coordinator is responsible for overseeing and assuring the appropriate organizational integration of administrative office systems and databases. This opportunity is contract to hire, hours are 9am - 5pm, must be flexible to work boards and events after hours or on weekends. 

The Administrative Coordinator must be able to follow strict rules of confidentiality. Confidentiality applies to, but is not limited to, personnel issues, contract requirements, personal information of staff and/or board/committee members and donors and stipend applicants, which would be in the purview of the executive department.

• Assist with the coordination and prioritization of day-to-day and long-range administrative work of the Executive Director and Board of Directors 
1.1. Provide support to the Executive Director by anticipating the need for clerical/administrative support and initiating and completing the required activities. 
1.2. Coordinate travel arrangements as requested. 
1.3. Coordinate and schedule Board and Committee meetings and conference calls for the Executive Director and senior staff.
1.4. Record and transcribe minutes of the following: Board of Directors, Executive Committee, and SCI Advisory Committee meetings, and others as requested. 
1.5. Organize and maintain files for the Executive Director; organize, maintain, and archive the administrative and board files; compose and type routine correspondence, format charts and tables; utilize a variety of on-line electronic reporting systems, and other computer software programs, as needed. 
1.7. Enter and maintain records related to donors and fundraising, including ensuring appropriate acknowledgements are sent to all donors.
1.8. Answer incoming telephone inquiries and direct the calls appropriately. 
1.9. Research hotels/motels, caterers, and other facilities for meetings and events. Coordinate   arrangements for meetings, including notices, registrations, reservations, and meals.
1.10 Maintain and update board portal. 
1.11. Organize and coordinate preparation of meeting packets for Board meetings, 
and other meetings, as necessary. 
• Attend and participate in the staff meetings, workgroups as assigned, and in-service trainings. 
• Ensure the accurate and timely processing of invoices, credit card transactions and bank deposits. 
• Perform updates to the donor list on the website.
• Manage and update the Donor Perfect database. 
• Schedule board and committee meetings 
• Other duties as assigned to support the mission.

Requirements

OTHER SKILLS AND ABILITIES
A commitment to mission and vision is required.
Follow strict rules of confidentiality needed within the executive office. Examples include employee pay rates, hires and terminations, grant expenditures, employee reimbursements, and all other pertinent information, which would be in the realm of the knowledge available within the executive office.
Ability and willingness to work cooperative w/ diverse group of ppl.

Software:
Proficient with Microsoft 365 and its core apps and services, also FileMaker Pro.  
Experience with databases is required.
Experience with QuickBooks.
Experience updating websites and formatting and distributing social media posts.