This part-time, temp to hire, Office Assistant provides high‑quality administrative, scheduling, and operational support to the Leadership Team, with a primary focus on executive scheduling, governance calendar management, Board communications, and office operations. This role helps ensure the leaders, Board, and staff have the information, tools, and resources needed to operate efficiently and deliver an excellent experience for members. Pay is $25/hr - $30/hr, depending on experience.
Schedule & Work Environment
- Part‑time role, 20–24 hours per week, with some flexibility in scheduling; core hours to be agreed upon with the Leadership Team to best support governance and operational needs.
- Primarily office‑based, with occasional off‑site tasks related to vehicle maintenance and vendor coordination.
Key Responsibilities
Executive & Governance Support
- Coordinate and manage calendars for the Leadership Team, including scheduling recurring meetings, ad hoc check‑ins, and cross‑functional sessions, ensuring appropriate preparation time and materials.
- Maintain and track the annual governance calendar (Board meetings, committee meetings, key deadlines, and events), proactively reminding stakeholders of upcoming dates and deliverables.
- Assist in drafting, formatting, and sending Board and committee communications (agendas, packets, follow‑up notes, reminders), ensuring accuracy, professionalism, and timely delivery.
- Support preparation for Board and leadership meetings, including compiling project updates, consolidating materials, and organizing documents for easy access.
Project Coordination & Information Management
- Collect project updates from leaders and staff on a defined cadence; organize and maintain a simple, centralized tracking system (e.g., spreadsheet, dashboard, or shared folder) for leadership review.
- Assist with basic document management, including naming, filing, and version control for governance and leadership documents in shared drives or platforms.
Office & Facilities Support
- Monitor and maintain inventory of office supplies; place orders and manage stocking so core items are consistently available.
- Serve as primary liaison with CEI (or applicable vendor) for copier and office equipment maintenance, service calls, and supplies
- Coordinate periodic maintenance, inspections, registration renewals, and other required services for vehicles, including scheduling and transporting vehicles as needed.
- Coordinate ordering of badges, awards, and recognition items for staff, Board, and key volunteers, ensuring accuracy and timely delivery.
General Administrative Support
- Support occasional in‑office or on‑site meeting logistics (room set‑up, materials preparation, refreshments coordination), within part‑time schedule constraints.
- Perform other related administrative duties as assigned to support efficient operations and governance.
Qualifications
- Prior experience in an administrative assistant, office services, or executive support role preferred.
- Notary Public commission preferred; company is willing to support training and cover reasonable costs for a qualified candidate who is not currently commissioned.
- Strong organizational and time‑management skills with the ability to balance multiple priorities and deadlines in a part‑time schedule.
- Excellent written and verbal communication skills; comfort drafting and formatting professional correspondence.
- Proficiency with Microsoft Office and/or Google Workspace; ability to learn core systems and shared‑drive structures.
- High attention to detail, reliability, and follow‑through; maintains confidentiality with sensitive leadership and Board information.
- Valid driver’s license and ability to periodically transport vehicles for maintenance and inspections.
