Job Title: Administrative Assistant
In 1979, Helping Hands (HH): Monkey Helpers was founded to help adults with spinal cord injuries and other mobility impairments throughout the U.S. live more independent and engaged lives. This is accomplished by providing to individuals and their families, free of charge, a unique service animal: a highly trained capuchin monkey to help with their daily tasks.
The only organization of this kind, Helping Hands, for the last 41 years, has raised and trained these special service animals, carefully matched them with appropriate recipients across the nation, and provided active support and care for the duration of each placement. The organization also provides the highest level of care for the monkeys in the program throughout their lifetimes.
Due to changes in society, including 38 out of 50 states prohibiting primates in homes, Helping Hands is now welcoming many older service monkeys back to the Helping Hands home. Additionally, as the service monkeys retire, and placements in homes decrease, the organization is preparing for its future and the new services it will provide for the next forty years. This is a very exciting time to join a mission driven organization, and make a measurable positive impact on the lives of others.
We are currently seeking a full time Administrative Assistant who is an energetic, positive professional who doesn’t mind wearing multiple hats while handling a wide range of administrative and executive support related tasks. The Assistant must be able to work independently with little or no supervision and be well organized, flexible, and enjoy the administrative challenges of supporting an office of diverse people. The Administrative Assistance is supervised by and reports to the Executive Director and also will work directly with the Director of Marketing & Communication.
POSITION RESPONSIBILITIES AND DUTIES
- Coordinate facility and systems maintenance services, including reception and escort (when needed) to:
- Schedule, supervise, and confirm successful completion of mandated inspections and maintenance.
- Arrange, schedule and supervise needed building structure and utilities repairs and maintenance.
- Receive, coordinate and supervise cleaning service – MUST BE ON SITE AT 6:55 AM EVERY TUESDAY TO ADMIT CLEANING SERVICE.
- Arrange and coordinate snow removal and landscape services.
- Facilitate maintenance, repair and update of the internal IT network, telephone systems, computers, website, access control, and other systems and office machinery.
- Daily tidying of administrative office spaces, including emptying wastebaskets and removal of administrative trash to the dumpster.
- Other duties or tasks as assigned by the Executive Director.
Reception, shipping and transmittal services and support
- Receive, process, and distribute incoming mail.
- Receive, respond to, and/or distribute incoming telephone and electronic inquiries.
- Receive, greet, and properly situate guests and visitors.
- Receive, greet, and escort vendors.
- Prepare and set up appropriate space and accommodations for meetings, events, and visits (including ordering and obtaining refreshments, A/V setup, and clean-up).
- Package and process outgoing shipments and mail. This includes all items being sent via US Mail, UPS, FedEx or other shipping services. Items to be handled include outgoing documents and supplies (including monkey chow and medications), and other items. This responsibility includes travel or transport (using own or public transportation) to the US Post Office, UPS, FedEx, or other providers when necessary.
- Other duties or tasks as assigned by the Executive Director.
Administrative, organizational and clerical
- Regular scheduled and as-needed administrative, organizational and clerical support for the Executive Director including, but not limited to,
- HR-related scheduling, recordkeeping, and filing maintenance including onboarding of new staff
- Support for staff and volunteer recruitment efforts
- Backup of key systems and documents
- Initiating and responding to communications from vendors, donors, co-workers and others as needed or directed
- General organizational, administrative, and clerical work necessary to carry out the business operations of Helping Hands.
- Administrative and clerical support to the Director of Communications and Marketing
- Occasional administrative or organizational support (as assigned by the ED) to the chair and members of the board of directors, the Director of Development, the Development Associate, and other staff and volunteers
- Light bookkeeping and financial, including
- Purchasing of supplies and materials
- Research and recommend sources for products and services
- Receipt and confirmation of vendor bills and transmittal to the bookkeeper and Treasurer
- Compilation of bank deposits, and deliver of deposits to the bank (using own or public transportation)
- Occasional support of the Treasurer and bookkeeper
- Copying, printing and distribution
- General arrangements and coordination of staff-related functions and activities
- Other activities or tasks as requested or assigned by the Executive Director.
- Work with the Director of Marketing and Communications to update multiple social media channels by posting and updating photos, video, and texts.
- Research target markets and demographics for expansion of social media posting, when appropriate.
- Research social media trends.
- Assist with indexing, updating, and expanding the photo and video library to support ease of use by staff.
- Other duties or tasks as requested or assigned by the Director of Marketing and Communications.
To adequately perform the duties of this job the Administrator is required to be physically present in the office to interact with co-workers and others both face-to-face and through audio and visual technology. To fulfill the position, the Administrator and is routinely required to sit, stand, walk, stoop, kneel, and use their hands to finger and handle controls, type, read, write, file, hear, and talk. The job will require the Administrator to sit for long periods of time and use a computer and computer keyboard. The Administrator is frequently required to reach with hands and arms. Specific vision abilities required by this job include close vision and the ability to adjust focus. The Administrator must be able to speak, read, and write in English. The Administrator must be able to lift, package, manipulate and move objects and furniture weighing up to 40 pounds.
The work environment is fast-paced and sometimes intense in an “open office environment”. The noise level is usually moderate, but will vary occasionally. The work environment will subject employees to continual interruptions and changing priorities. Effective, consistent, positive and constant communication with donors, co-workers and others is required.
SALARY AND BENEFITS
The salary for this position is $40,000 annually.
Helping Hands employees receive benefits including health, dental, and disability insurance and are eligible to participate in a 401(k) retirement savings plan.
EDUCATION AND EXPERIENCE REQUIREMENTS
- 2 years’ experience in an administrative role with a record of increasing responsibility and successful achievement. Experience in a not-for-profit environment a plus.
- Strong, demonstrated relationship-building skills and ability to thoughtfully identify and implement effective ways to collaborate with and support co-workers, clients, and donors.
- Skilled working capability using Microsoft Office, including Word, Excel, and PowerPoint. Experience with Google documents organization and management a plus.
- Excellent written and verbal skills. Ability to create and generate general administrative correspondence.
- Excellent attention to detail.
- Excellent record of attendance. Note that the Administrator MUST be able to be present at Helping Hands no later than 6:55 AM every Tuesday to give access to the cleaners.
- Excellent and demonstrated ability to manage multiple and changing priorities, manage own and other’s schedules proactively and successfully, and collaborate with others for successful project completion including projects or activities that originate with others.
- Demonstrated flexibility, a sense of humor, and team-building skills
HOW TO APPLY
All qualified applicants should email firstname.lastname@example.org with a resume along with a cover letter.
Helping Hands is an Equal Opportunity Employer committed to building a multicultural organization. We actively seek a diverse pool of candidates.