Administrative Support Specialist (Contract to Hire)

Job Summary:

The Administrative Assistant plays a crucial role in supporting the day-to-day operations of Faith Works. This position involves a variety of tasks aimed at ensuring efficient office functionality. Key responsibilities include managing schedules, coordinating meetings and events, handling correspondence, project support, assisting with research, etc. The Administrative Assistant serves as a point of contact for internal and external communications, demonstrating strong organizational and interpersonal skills. Proficiency in Microsoft Office applications and a keen attention to detail are essential for success in this role, along with the ability to prioritize tasks and manage time effectively.

Key Responsibilities:

• Answer and direct phone calls, emails, and other correspondence professionally and promptly:
• Schedule and manage appointments, meetings, and calendar invitations for executives:
• Appointment reminders
• Inbox and task management
• Prepare communications, such as: memos, emails, invoices, reports and correspondences
• Books trips and make reservations
• Do follow-up calls
• Maintain and update spreadsheets
• Update directory and company data
• Keeps meeting minutes
• Create itineraries
• Project management support
• Create and edit client files in the EHR software
• Supportive of administrative function as needed or required
• Participate in quarterly 4x4 discussions with the Manager.

Job Requirements/Qualifications:

Required skills and qualifications

• Bilingual Spanish/English
• At least 2 years admin support experience
• Can work from 5am-10am Mountain Standard Time (5 hrs)
• Ability to prioritize, good communication and interpersonal skills. Maintain composure in all situations, possess professional demeanor
• Ability to adjust to change, problem solve and work independently. Ability to work under stressful conditions, ability to remain focused and attention to detail
• Responsible for managing phone calls. Schedules client appointments and directs clients appropriately
• Assist clients in many ways by utilizing many personal and professional skills
• Ability to effectively multi-task
• Computer systems, typing, public relations, basic office clerical duties
• Other duties as assigned

Preferred skills, but not required

• Intermediate skills with Microsoft Office Software products, required but does not need to be proficient
• Adobe PDF program
• IT help desk experience
• Book-keeping experience

Education

• High School diploma required

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.