Job Openings

JOB TITLE:   Administrative Assistant

REPORTS TO:   Operations Manager

SUMMARY

Ensure efficient daily operations for the Read to Succeed Buffalo, Inc. office. Perform administrative support functions for the Executive Director, Operations Manager and staff with high quality service to all internal and external contacts. Duties include general clerical, receptionist and project based work. Project a professional company image through in-person and phone interaction.

ESSENTIAL FUNCTIONS

• Answer telephones and transfer to the appropriate staff member. 
• Meet and greet clients and visitors. 
• Provide necessary support to the Executive Director and Operations Manager, including but not limited to: managing calendar, scheduling meetings, updating contacts, completing expense reports.
• Provide necessary support to all other agency staff as needed. Support staff in assigned project based work. 
• Create and modify documents using Microsoft Office, including text documents, spreadsheets and Power Point presentations. 
• Perform general clerical duties including but not limited to: photocopying, faxing, mailing and filing. 
• Maintain hard copy and electronic filing system. 
• Sign for, distribute and prepare UPS/Fed Ex/USPS packages.
• Change server tape daily and follow monthly back up procedure. 
• Collect and maintain PC and furniture inventory.
• Research, price and order approved office furniture and supplies. 
• Coordinate and maintain records for staff telephone tree, telephone extension list and birthday list.
• Setup and coordinate meetings and conferences, including ordering and picking up food and preparing the room(s) the day of the meeting. 
• Create and maintain Office Assistant policies and procedures.
• Attend project meetings and record meeting minutes (including action items), as requested.
• Reliability and Attendance - begin work on time and conform to work hours and schedule. Unscheduled sick/personal time does not exceed established company standards.

OTHER JOB DUTIES 

Other duties and/or projects as assigned by the Executive Director and/or Operations Manager

REQUIREMENTS/QUALIFICATIONS

• 5 - 10 years administrative experience. 
• Experience working in a customer-focused and fast-paced professional environment.
• Professional verbal and written communication skills
• Excellent reading, writing and numerical skills
• Able to communicate effectively by telephone and in group meetings and discussions
• Strong customer service and relationship building skills
• Professionalism
• Strong attention to details
• Able to manage multiple projects and meet deadlines
• Able to respond to rapid change and prioritize work
• Perform work with minimal supervision
• Able to work in a team and independently
• Highly organized with very effective time management skills.
• Excellent problem solving and decision making skills
• Able to assume a leadership role when necessary
• Proficient in Microsoft Office Suite of products, including MS Outlook
• Able to type 50 wpm

To apply for this position, email a cover letter, resume and 3 references to Lisa McCue at mccuel@rtsb.org