The administrative assistant reports to the managing director of the
Caring Commission, and provides key administrative management
responsibilities that support the effective functioning of the
commission, including meeting preparation and follow-up; scheduling
appointments for the managing director; maintaining information systems
and files; managing the departmental budget; communicating with staff
and lay leadership; administrative support including composing
correspondence, taking minutes at cabinet meetings, formatting and
compiling reports, preparing PowerPoint presentations and charts; and
other special projects as assigned.
Major Responsibilities:
1. Meeting management: manage calendar; research, draft, and
compile meeting correspondence, invitations, and related materials;
handle meeting arrangements; prepare minutes; coordinate managing
director’s site visits to and with agencies
2. Information and knowledge management and dissemination: develop
information systems to obtain and maintain relevant information on key
projects; maintain paper and electronic files, and manage database;
write correspondence and memos on behalf of managing director
3. Establish and implement administrative systems for the
commission: track and purchase supplies, maintain organizational
memberships, make travel arrangements, and submit reimbursement and
human resources requests
4. Budget management: track expenditures and variances for department
budgets, and alert directors to actual or potential budget variances;
provide quarterly reports on expenditures and projections; work on
constructing the commission’s annual operating budget
5. Internal and external relations and communications: assure
information remains current; communicate on behalf of managing director
with staff, lay leaders, and agency professionals; develop and maintain
relationships with internal divisions
6. Special projects
Skills/Competencies:
• Bachelor’s or associate’s degree preferred, or commensurate experience of at least three years
• Ability to work independently and as part of a team
• Strong problem-solving skills and the ability to shift priorities when needed in a fast-paced environment
• Highly organized and able to create and maintain systems that facilitate departmental management
• Strong verbal and written communications skills
• Flexibility, discretion, and a positive attitude
• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint, and Adobe Photoshop
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