Administrative Assistant

Administrative Assistant Internship Description

Background

Hope To Thrive is a faith-based, non profit whose aim is to inspire hope for all to thrive in health and wellbeing. We focus on and advocate for those that are most at-risk for toxic stress, racial oppression, and systematic power assaults. These categories of populations include, but are not limited to: 

• Those who are racialized as not white: including Black/African-American, Hispanic/Latinx, Asians, Native Americans, and immigrants

• Those who are food insecure, disabled, or otherwise marginalized socio-economically 

• The elderly who are truly needed to help the local economy and social structure to thrive 

Job Summary

Hope To Thrive is delighted to announce the Administrative Assistant internship position. The position has the opportunity to grow into a fully structured position that will lead into a full-time role. This position will start immediately. The Administrative Assistant will be responsible for a wide range of organizational and communication duties. The Administrative Assistant will work closely with community partners, participants of our programs, board of directors, and executive director.

The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of Hope To Thrive.

Reports To

Executive Director

Responsibilities

• Provide on-demand administrative support

• Manage travel (as needed), calendars, and email response/organization support

• Update and track work plans

• Organize weekly staff meeting agendas, monthly board meeting agendas, occasional community 1:1 agendas

• Maintain annual calendar

• Assist in the preparation of regularly scheduled reports

• Track news of interest related to Hope To Thrive, and any related news of interest

• Develop and maintain an electronic filing system

• Capture and report any technical issues with office hardware/software

• Support programs as requested

• Maintain contact lists: add contacts, update records, and general data entry

• Maintain community events calendars

• Act as the point of contact for internal and external relationships

Skills

• Proficiency in MS Office and/or Google (docs, sheets, etc)

• Excellent time management skills and the ability to prioritize work

• Attention to detail and problem-solving skills

• Excellent written and verbal communication skills

• Strong organizational skills with the ability to multitask

Technical Skills

• Able to function well in a paperless environment

• Able to function well using hardcopies of papers for different population needs

• Experience or comfortable learning and using a wide variety of software including, as examples:

• Asana

• Calendly

• Canva

• EventBrite

• Google calendar

• Zoom or other video conferencing tools

• Other software as we deem necessary to be successful

Requirements/Other

Competencies

• Perform as a highly motivated Administrative Assistant who understands its vital importance to the organization

• Able to prioritize multiple deadlines decisively and quickly; strong time management skills

• Strong active listening and communication skills; customer service orientation

• Understand the systems and operational requirements of the office and confidently identify, foresee, and address issues that might disrupt office priorities and inhibit productivity

• Keen attention to detail in a highly dynamic environment

• Consistent and comprehensive follow-through while handling multiple issues at any one time

• Work with minimal supervision and a strong desire to independently problem solve

• Operate within the organization as a confident team member and to project a strong, positive, and constructive image on behalf of the organization

• Strong skills and interest in researching topics, working with databases, collecting and synthesizing quantitative and qualitative information

• Proactive work ethic, highly self-motivated; capacity to work independently, but still take direction and work with existing systems

• Bring a positive attitude toward collegial engagement to solving environmental challenges

Compensation

Internship may offer a stipend, but is primarily for experience.

Job Type: Internship

COVID-19 considerations:

During COVID-19, the role is both remote and in person.