Administrative Assistant

Responsible for providing administrative support to the Family Services, Donor Family Aftercare and Education Departments.

ESSENTIAL JOB FUNCTIONS

• Responsible for managing departmental meetings to ensure smooth, thorough and timely meetings are accomplished at all times. Tasks include outlook planning of all regular meetings, maintaining accurate distribution lists, providing reminders for staff, attendance tracking, ensuring all necessary equipment/supplies are available and working, coordinating food/refreshments, taking accurate meeting minutes and disseminating them timely.

• Provides scheduling and calendar management support for the departments, including entering all standing meetings and events, ensuring the primary calendars are updated weekly and available to all staff, and reserving any necessary equipment for meetings/events as needed by the staff.

• Responsible for department supply management including ordering all department specific supplies as requested by staff and approved by Leadership.

• Provides expense report assistance to department Leaders by reviewing staff expense reports, tracking supply and food costs related to education and event activities, and providing Leaders detailed monthly reports.

• Provides general support to department staff, and leaders as needed to accomplish staff daily responsibilities including mailings, general correspondence, meeting/event preparation and any additional tasks as requested.

• Provides event planning and support activities which may include but not be limited to; attendee and speaker communications, venue and vendor coordination, coordination of printed event materials, presentations, supplies and giveaways, and set-up, execution and tear-down of events.

• Responsible for generating and filing training certificates, as requested.

• Coordinates, prepares and distributes timely monthly call schedules for family services department.

• Responsible for preparing and distributing monthly donor family mailings, ensuring timely delivery each month.  Additionally, assists with the distribution of other correspondence as requested.

• Records receipt of memorial contributions and provides timely acknowledgment letters to donors.

• Coordinates the daily production and timely distribution of donor memorial cards and accompanying items.

• Manages the daily collection and timely distribution of department’s outgoing and incoming mail.

• Works collaboratively with the organization Administrative Assistants (AA) to ensure consistency of practice throughout the organization.  Also works with the AA team to arrange backup coverage for critical departmental duties during PTO or extended absences.

• Provides phone reception duties as part of backup coverage for the reception area.