Administrative Assistant

Position Description: The Administrative Assistant position was established to provide office and administrative supportive management for the day-to-day operations of Riverworks Development Corporation programs and/or services, monitoring projects and/or activities, and communicating with a variety of our key stakeholders and employees.

As an Administrative Assistant you will be expected to perform higher level office support duties and provide specialized program support for the Executive Director. The Administrative Assistant will perform a wide range of administrative and Executive Director assistant duties including drafting language for proposals, conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules.

Position Responsibilities & Activities:

Assist Executive Director

• Handle day-to-day communications for the Executive Director, prioritizing and scheduling meetings, assisting with meeting preparation and follow-up.
• Assists the Executive Director with communications, scheduling, and follow-up of meetings with the Board of Directors and subcommittees.
• Scheduling and assisting with the planning for monthly staff meeting agendas and senior management team meetings. Assist with preparation and scheduling of annual reviews, program planning, monthly reporting.

Office Management

• Operate as the organization’s gatekeeper, answers calls, takes messages, schedules meetings and writes letters or prepares draft press releases.
• Open and sort mail and deliver it to the appropriate personnel, respond to email inquiries or route them to the Executive Director.
• Keep the office organized and running efficiently. Oversee office supplies – ordering them as needed – keep track of inventory and interview new vendors. Office equipment such as printers, video projectors used for presentations, phone systems and copiers. When office equipment fails, call repair technicians.
• Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.
• Establish a schedule for reviewing and updating of internal policies and procedures, and ensure they are clearly documented and communicated.
• Arrange and coordinate travel and travel reimbursement for staff.

Communications and Fundraising

• Assist the Executive Director and senior staff with presentation materials, editing content and adding appropriate graphic and design elements as needed. These responsibilities may include creating basic content.
• Assist with grant proposals, tracking contributions and acknowledgement letters, and serve as a resource for information related to the administration of grants and contracts.
• Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records.

Other duties as assigned

• Perform other administrative duties as required to support the mission and function of the divisions and other duties as assigned by the Executive Director.

Qualifications:

• Bachelor’s degree in business, human resources or related field with at least three years of experience in an office or administrative supportive service position.
• Must be computer literate with a basic knowledge of Microsoft Office – in particular, Excel, Outlook,  and Word. Strong verbal and written communication skills.
• Demonstrated Project Management experience.
• Multi-task oriented; professional, dependable, respectful, and patient.
• A self-starter who takes initiative and is flexible.
• Enjoy working with and for a diverse community, with strong interpersonal skills.
• Preferable to live in the City of Milwaukee.
• Flexible schedule, available to work some evening hours and weekends.

Salary: $42,640 – $45,760  Commensurate with experience, good benefits package

Availability:  Position is open until filled

Riverworks Development Corporation is an equal opportunity employer.