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Open Position: Assistant to the Chief Operating Officer

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Status: Part-time, hourly (20 hours per week)

Reports to: Chief Operating Officer

JOB SUMMARY

The Assistant to the Chief Operating Officer is a vital contributor to the Calmer Choice mission by providing key administrative support to the Chief Operating Officer. This position supports the day-to-day clerical needs of the organization, such as filing, invoicing, ordering, mailings, correspondence and gift processing, among others. All tasks must be performed with a high degree of confidentiality and professionalism.

ADMINISTRATIVE RESPONSIBILITIES

Specific activities include but are not limited to:

  • General Office Support
  • Maintain file systems
  • Open and organize all incoming mail
  • Track invoices (payables and receivables)
  • Order office supplies as needed
  • Track all Calmer Choice technology assets
  • Human Resources
  • Process all new hire paperwork
  • Manage payroll process and serve as primary liaison to payroll service
  • Support Chief Operating Officer in the creation, revision, and maintenance of all organization-wide policies and procedures
  • Development Support
  • Deposit checks
  • Maintain database records of gifts and deposits
  • Process incoming gifts and draft acknowledgment letters
  • Support cultivation and fundraising events, as needed

ORGANIZATION-WIDE RESPONSIBILITIES

  • Attend organization-wide events, trainings and retreats as requested
  • Participate in annual performance review process
  • Support additional duties, as assigned, by COO, CEO or other staff

EDUCATION AND EXPERIENCE REQUIREMENTS

  • High level of professionalism and proactivity
  • Ability to work both independently and collaboratively while juggling multiple tasks and priorities
  • 1 – 3 years experience in administrative assistant role
  • Knowledge of office management systems and procedures
  • Proficiency in MS Office (MS Word, Excel and PowerPoint)
  • Excellent time management and organizational skills and the ability to prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • High School degree required

HOW TO APPLY

To apply, please email your cover letter and resumes to esmalley@calmerchoice.org

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