Clerical Administrative Assistant

Job Responsibilities:  Must be able to deal with different personalities and multi-task.  Top notch clerical skills.  Provides support for the executive director, regional executive administrator and to other senior managers/departments on an as needed basis.  Processes all outgoing and incoming mail, answers multiple phone lines, and process incoming and outgoing faxes.  Supports preparation of correspondence and reports.  Supports all aspects of preparation for meetings, VIP tours, and events, including but not limited to conferences and seminars.  Supports the mailing of solicitation letters, mass mailings and other information related to the departments supported and outreach to external partners.  Manages paper flow of the assigned departments, including photocopying filing and Dictaphone.  Maintains efficient and effective filing systems.  Ensures appropriate quantities of office supplies for the corporate office, including program/publicity materials, etc.  Coordinates in the preparation and updating of information packets for visitors, and other public relations information.  Responsible for communicating professionally with external partners and customers (federal, state, agency and local governmental officials) Board Members, volunteers, prospects, donors, clients, and other Phoenix House staff.  Performs other clerical duties as assigned by supervisor. 

 

Requirements:  Good verbal and written communication skills.  Calmness and efficiency for performing multiple activities with many details, frequent changes, and deadlines.  Ability to make appropriate decisions when dealing with facility staff, Directors, VIPs, and other administrative office staff.  Aptitude for exercising confidentiality, judgment, diplomacy, and tact in working with VIPs, staff, clients, and Board Members.  Ability to evaluate priorities and work independently, yet accept direction on assignments. Maintenance of a positive image and professional appearance.