Administrative Assistant
Isles, Inc. - Trenton, NJ

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General Summary
Founded in 1981, Isles is a nationally recognized nonprofit community development and environmental organization with the mission to foster more self-reliant families in healthy, sustainable communities. Since 1993, Isles’ YouthBuild Institute has been providing a caring, peer-based setting for young adults (ages 16-24) who want a high school diploma, career education, construction education, job and higher education placement. The Center for Energy and Environmental Training (CEET) provides environmental training and placement services for unemployed/underemployed individuals. Training is also provided for existing employees seeking to upgrade their skills and certifications.

Under general supervision, this position provides administrative assistance to both IYI and CEET as needed. The position is responsible for performing a wide range of secretarial, clerical and administrative activities: reception at the front desk of 33 Tucker St., assistance to the managers and staff of IYI and CEET in ensuring that the day-to-day functions, assigned projects, and special events are carried out effectively. This position requires staff to exercise appropriate judgment regarding confidential information.

Essential Functions
Planning and Administration

  • Participate in the creation and implementation of operational procedures and daily/monthly activities
  • Monitor progress towards achieving goals and objectives
  • Prepare monthly reports and analysis of progress towards goals as requested

Service Implementation

  • Provide assistance to IYI and CEET staff in ensuring that the day-to-day functions, assigned projects, and special events are carried out
  • Receive and greet visitors; maintain visitors log; refer visitors to appropriate department/individual
  • Answer telephones; record and relay messages to appropriate individuals
  • Maintain departmental and vendor/contract files
  • Prepare and type correspondence, memos, and documents
  • Print and prepare mass mailings
  • Coordinate management of facility; liaison with janitorial staff and building repair vendors/contractors as needed to maintain a clean, safe working environment
  • Schedule common areas, ensuring proper usage and maintenance
  • Coordinate special events and meeting arrangements
  • Prepare/distribute meeting agendas and materials; type, proofread, and maintain files of meeting minutes
  • Implement and maintain office policies and procedures
  • Schedule office interns in a timely manner to ensure appropriate coverage to assist in building maintenance, reception coverage, and daily operations

Education and/or Experience

  • High school diploma or general education degree (GED)
  • Minimum of two years of office and computer experience in a clerical, administrative, or secretarial position
  • Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook)
  • Ability to type a minimum of 45 words per minute
  • Proficient knowledge of office procedures to facilitate the completion of assignments and contribute to the efficient functioning of the office
  • Ability to learn to use and maintain documents in “Salesforce”
  • Ability to learn and maintain communication in Isles “Robo Call” software
  • Ability to maintain a neat, orderly, and safe office environment

Indeed - 21 months ago - save job