Salary Range $13.00 - $14.00 Hourly Position Type Full Time Education Level High School Category Admin - Clerical Description Position Description: Title: Administrative Assistant Reports To: Director of Administration Hours: Full Time Supervises: None FLSA Status: Non-Exempt (Hourly) OSHA Exposure Category: II Position Summary: Person in this position serves as the key administrative and operational support to the Director of Administration, Vice President of Operations, and Chief Operating Officer. This position requires discretion, initiative, strong organizational judgement, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. Essential Job Functions include those listed below. Essential Job Functions: + Provide advanced administrative and executive support to senior leadership, including scheduling, calendar prioritization, coordination of commitments, and preparation of meeting materials; + Draft, edit, and format executive correspondence, Board communications, briefing notes, talking points, and reports; + Maintain confidential files, personnel documents, and organizational records in accordance with policy and ethical standards; + Serve as point of contact between leadership, internal teams, partner agencies, and external stakeholders; + Support development of PowerPoint presentations, briefing decks, and executive summary documents; + Develop and format Excel workbooks, tracking sheets, and operational dashboards; + Support internal announcements, administrative memos, and document routing processes; + Coordinate executive and administrative travel arrangements, itineraries, conference registrations, and reimbursement packets; + Support logistics for trainings, workshops, and leadership events, including certificates, rosters, and CEU documentation; + Support maintenance, organization, and version control of policies, procedures, and administrative manuals; + Review, route, and distribute correspondence and incoming communications to appropriate leadership + Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation; and + Perform all other duties as assigned. Qualifications Essential Qualifications: Education: + High School Diploma or equivalent. Experience and Competencies: + Minimum three (3) years of experience in providing administrative and clerical services is preferred; nonprofit or multi-site organization experience a plus; + Demonstrated experience supporting management or executive-level leadership; + Strong organizational and time-management skills with the ability to prioritize multiple deadlines; + Excellent written and verbal communication skills including professional correspondence drafting; + High level of discretion and ability to manage confidential and sensitive information; + Ability to work well in a team environment; + Adherence to the highest standard of ethical conduct, especially to standards governing confidentiality; + Professional appearance and demeanor; + Must be culturally/linguistically sensitive to populations served; + Valid driver’s license and ability to obtain and maintain WestCare’s vehicle insurance is required; and + CPR Certification and First Aid Certification. Working Conditions: + Work is primarily performed in an office setting; and + Some travel and outdoor or off-site activities may be required. Essential Physical and Mental Demands of the Job The employee must be able to perform the following essential duties and activities with or without accommodation. Physical Demands: + Requires mobility and physical activity: Having an adequate range of body motion and mobility to work in an office, residential, or outdoor environment including standing and walking (even and uneven surfaces), sitting for extended periods of time, bending, twisting, reaching, balancing, occasional lifting and carrying of up to 50 pounds. Use of computer and telephone systems is required which includes coordination of eye and hand, and fine manipulation by the hands (typing, writing, and working with files). Requires the ability to defend oneself and clients in physically abusive situations through the use of approved physical de-escalation techniques. + Requires talking: Expressing or exchanging ideas by means of the spoken word. Talking is required to impart oral information to employees, clients, patients, and the public, and in those activities in which the employee is required to convey detailed or important spoken instructions to others accurately, loudly, or quickly. + Requires hearing: Hearing is required to receive and communicate detailed information through oral communication. + Requires seeing: Clarity of vision at 20 inches or less and at distance. This factor is required to complete paperwork for many of the employee’s essential job functions and to observe client behavior and activities in and out of the facility. + The normal work routine involves no exposure to human blood, body fluids or tissues. However, exposure or potential exposure may be required as a condition of employment. Appropriate personal protective equipment will be readily available to every employee. Mental Demands: + Requires the ability to collect and analyze complex numerical and written data and verbal information to reach logical conclusions. + Requires the ability to work and cooperate with clients, co-workers, managers, the public and employees at all levels in order to exchange ideas, information, instructions and opinions. + Requires the ability to work under stress and in emotionally charged settings. + The ability to defend oneself and clients in mentally/verbally abusive situations through the use of approved mental/verbal de-escalation techniques.