Administrative Assistant (Part-time) – Amazon Store

Title: Administrative Assistant

Responsibilities:

The Administrative Assistant handles clerical duties, marketing support, meeting management, data collection. They will coordinate documentation and reporting compliance within the agency.

Reporting Relationships:

The Administrative Assistant will report directly to the Assistant Director according to the chain of command outlined in the organizational chart and according to the written policies in the employee handbook.

Duties:

1. Provide administrative duties to assist FSCO staff.

• Provide administrative duties that include, but are not limited to copying, filing, responding to emails and other duties as needed.
• Answer and direct phone calls to appropriate department.
• Ensure that the office is well-maintained, organized, and secure.
• Support employees by facilitating interdepartmental communications and interactions between internal and external parties.
• Assist with information/data gathering aligning with compliance in all departments.
• Manage procurement responsibilities including strategizing to find costeffective deals and suppliers.
• Create/update payroll schedule and distribute to staff.
• Order program supplies as needed and follow a monthly inventory system.
• Carry out other necessary administrative duties such as coordinating computer servicing, carpet cleaning, repairs, etc.
• Maintains a neat and orderly office and reception area.
• Other duties as assigned.

2. Assist with content creation, social media management, email & marketing for the agency.

• Edit and post daily content (reels, stories, posts) across Instagram, TikTok, and Facebook
• Film and edit content on-site or use other footage
• Maintain and execute a clear content calendar
• Update and manage photos/videos across Google, Facebook, LinkedIn
• Reply to all online comments in a professional and on-brand tone
• Create and send weekly email campaigns (promotions, updates, highlights), utilizing platforms such as Mailchimp, Eventbrite, and Canva
• Design and distribute printed marketing materials (flyers, signage, promotions)
• Ensure materials are hung and refreshed regularly
• Collaborate with the team to highlight staff, events, classes, and workshops
• Propose and execute new marketing ideas that drive traffic, participation and engagement

3. Be responsible for planning, organizing, managing the details about, and inviting the participants to a meeting.

• Determine the date, time, and location of future meetings and keep staff informed of changes.
• Attend & outline weekly, monthly, and quarterly meetings; lead the meeting by keeping it on task, on track, and involve all participants.
• Document the proceedings of meetings.
• Ensure that the next steps and action items are assigned and handled.
• Debrief the meeting and plan the agenda for the next meeting.
• Follow up with participants between meetings to make sure that action items are on track and offer assistance and/or resources if staff is experiencing difficulty.

4. Provide data collection and compilation for contract reporting.

• Collect all data pertinent to contracts.
• Accurately compile and store confidential data in accordance with agency policies.
• Assist with contract compliance, auditing files and overall support to all departments.

5. Attend weekly and monthly staff meetings.

6. Perform other duties as needed and requested.

Salary and Review: Salary is mutually agreed upon by Administrative Assistant and Executive Director, with final approval by the Board of Directors. Periodic performance evaluations will be conducted.

Job Type: Part-time

Pay: $16.00 - $18.00 per hour

Expected hours: 24 per week

Benefits:

• 401(k) matching
• Flexible schedule
• Life insurance
• Paid time off

Work Location: In person