Administrative Assistant III

Posted Date: February 1, 2018
Location: Portland, Maine
The Administrative Assistant III provides office management and philanthropy support for the Portland, Maine office, Area Director and Director of Philanthropy.
 
RESPONSIBILITIES & ESSENTIAL FUNCTIONS
  • Ensure smooth operation of office administrative functions, including ordering supplies; managing incoming and outgoing mail and postage needs; information technology maintenance and upgrades; and overseeing office physical plant and equipment maintenance
  • Provide in-person visitor reception
  • Maintain and update records of projects/programs.
  • Provide administrative support for the State Philanthropy Director, including drafting and producing acknowledgments and letters; coordinating mailings to donors and volunteers; creating and maintaining files, calendars, and ordering or updating philanthropy presentation materials as necessary.
  • Maintain donor records in database tracking system; enter data in records; produce gift and contact reports for staff; generate contact summaries; and generate reports.
  • Provide assistance with donor cultivation and fundraising events and field trips including planning, logistics, invitations, presentation materials, and program donor packets.
  • Provide administrative support for local Advisory Board, including: scheduling meetings; managing meeting logistics; coordinating and distributing meeting agenda, packet and minutes; producing meeting minutes; and supporting new member orientations and Advisory Board committees
  • Schedule internal and external meetings and conference calls, plan logistics for meetings, make travel arrangements, process expenses and provide other standard clerical and organizational functions as required or assigned by supervisor.
  • Provide administrative and clerical support for the State Director, including processing invoices, check requests, and expense reports; scheduling and coordinating meetings; producing presentation materials; and making travel arrangements
  • Provide support to other staff in paying invoices, requesting checks, and processing expense reports.
  • Other duties as assigned by supervisor.
  • Collaborate with staff in the VT/NH area related to strategic planning and initiatives
  • Other duties as needed, including assistance to Philanthropy, Marketing, and Project teams.
 
QUALIFICATIONS
  • High school diploma and AS or AA (2 year college degree).
  • Minimum 4 years’ experience in administrative and office management support, at least 2 of those years supporting upper management.
  • Excellent written and oral communication skills. Demonstrated ability to work well with others, including different functional areas within region as well as national departments.
  • Excellent organizational abilities, attention to detail, promptness and dependability.
  • Ability to work with a high degree of self-direction and flexibility, especially with respect to taking initiative, prioritizing multiple tasks, and using good judgment to resolve problems.
  • Computer proficiency in Microsoft Word, Excel, Outlook, and PowerPoint is required, plus proficiency in web research tools.