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Position Summary:

The Temporary Administrative Assistant provides comprehensive administrative support to executive positions within the organization, ensuring smooth daily operations through effective coordination and communication.

Duties and Responsibilities:

- Manage executives' schedules and appointments using tools like Outlook and other scheduling software.
- Schedule client appointments and assist with client check-ins as needed.
- Assist executives with the management of timecards and time-off requests from their direct reports.
- Provide logistical and organizational support for meetings, internal trainings, and external presentations, including arranging spaces, setting up video and conference calls, and coordinating catering services.
- Utilize independent judgment to make decisions on day-to-day tasks and other administrative projects.
- Coordinate travel arrangements for executives, staff, board members, and guests, including scheduling, transportation, and day-of activities.
- Monitor email, voicemail, and mail when executives are out of the office, responding to urgent requests and organizing responses needed upon their return.
- Draft, format, and manage various business communications such as emails, letters, and documentation of processes for internal and external purposes.
- Conduct web-based research and make phone inquiries related to community relations, business development, policy, marketing, clinical care, and leadership positions relevant to the organization.
- Handle highly confidential materials with appropriate care to maintain privacy.
- Prepare meeting agendas and presentations, attend meetings to take notes, and distribute minutes.
- Assist with the coordination of client advisory board meetings, including scheduling, taking notes, and preparing meeting materials.
- Respond to company-wide literature requests by providing the latest research as appropriate for the role.
- Collect receipts and prepare monthly expense reports.
- Prepare regular reports on assigned projects as required.
- Perform general office duties such as copying, filing, faxing, preparing letters for mailings, and organizing materials for presentations and trainings.
- Perform other duties as assigned.

Qualifications:

- Bachelor's degree or equivalent work experience required.
- 5+ years of administrative support experience at a Director level or above.
- Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook; ability to quickly learn other applications.
- Strong customer service skills and experience are highly preferred.

Competencies:

- Strong attention to detail and a commitment to quality.
- Excellent interpersonal skills with the ability to develop and maintain productive relationships.
- Demonstrated initiative and sound judgment, with the ability to start tasks independently, ask questions, identify and discuss problems, structure work, and stay on task.
- Ability to prioritize effectively and adapt to changing priorities.
- Passion for the business, clients, and values of the organization.

Workplace Requirements:

- Sitting 80-85% and standing 15-20% of the time.
- Occasional bending, twisting, kneeling, stooping, or crouching when appropriate.
- Ability to lift, carry, push, or pull up to approximately 40 pounds (e.g., supplies).

This role is ideal for a detail-oriented, proactive professional with a strong background in executive support who thrives in a fast-paced environment.

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