Administrative Assistant

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Job description

Location: Oberlin, OH Reports To: CEO Job Summary: The Administrative Assistant will provide comprehensive administrative support to the CEO and assist schedule high-level executive meetings, travel arrangements, fundraising events, and follow-up phone calls. This role is crucial in ensuring the smooth operation of the organization and supporting its mission. Key Responsibilities: 1. Administrative Duties for the CEO: o Manage the CEOs calendar, schedule appointments, and coordinate meetings. o Prepare and edit correspondence, Board of Director reports, and presentations. o Handle confidential information with discretion. 2. Arranging Meetings: o Schedule and coordinate internal and external meetings. o Prepare meeting agendas, take minutes, and distribute them promptly. o Ensure meeting rooms are prepared and equipped. 3. Travel Arrangements: o Book flights, accommodations, and transportation for the CEO and other staff as needed. o Prepare travel itineraries and ensure all travel documents are in order. o Handle travel-related expenses and reimbursements. 4. Event Coordination: o Assist in planning and executing organizational events, including fundraisers, conferences, tradeshows, and community outreach programs. o Coordinate with vendors, exhibitors, and attendees to ensure successful participation. o Manage registration and follow-up communications o Coordinate event logistics, including venue selection, catering, and guest lists. o Manage event budgets and track expenses. 5. Phone Calls and Communication: o Answer and direct phone calls, take messages, and handle inquiries. o Maintain professional and courteous communication with stakeholders. o Draft and distribute internal and external communications. Qualifications: Proven experience as an administrative assistant or in a similar role. Excellent organizational and time-management skills. Strong written and verbal communication abilities. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and non-profit database, preferred Ability to handle multiple tasks and prioritize effectively. High level of discretion and confidentiality. Preferred Qualifications: Experience in a non-profit organization. Familiarity with event planning and coordination. Knowledge of travel booking systems and procedures.

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