Administrative Assistant

The ADMINISTRATIVE ASSISTANT is tasked with performing a wide range of administrative duties to support the organizations operations, including purchasing, budgeting, and general administrative responsibilities as determined by upper level team and organizational needs.   

KEY RESPONSIBILITIES

  • Schedules and attends meetings drafting and distributing appropriate correspondence to necessary channels.
  • Perform a variety of complex administrative functions for all levels of the organization in collaboration with the Executive Assistant.
  • Prepare and process procurement requisitions for instructional faculty and independent contractors including retrieving from storage, shopping for additional supplies and setup and preparation of classrooms for instructors.
  • Assist in initiating and tracking requests for personnel actions, selecting and completing appropriate forms, and advising request initiator on supporting documentation, routing and timeframes.
  • Provides professional and thoughtful general office and front desk support serving as the organization’s first contact in collaboration with the Executive Assistant.
  • Provides information for participants and attendees by accurately and timely answering of questions and requests via phone, email, and in-person.
  • Supports instructors, contractors, staff and participants with accurate information.
  • Maintain up-to-date contact list through organizational database. Update and maintain social media account with new and upcoming information.
  • Draft, compose, and distribute weekly announcements to organizational community.
  • Identify potential suppliers and obtain cost and delivery information. Monitor delivery dates and expedite orders as required within deadlines.
  • Receive invoices, verify and enter for processing of payment. Create and develop budgets for supply and procurement needs. Reconcile accounts with monthly financial reports. Prepare and present monthly budgetary summaries.
  • Create, develop, and maintain a system, such as a database, to track all procurements by fiscal year.
  • Resolve purchasing problems with the appropriate individuals and alert upper level team of any potential problems.
  • Inventory and catalog all supplies and materials currently owned by the organization. Develop and implement database and tracking system including check-in and check-out of all materials. Follow up with check-outs for return of materials
  • Completes special projects, requests and tasks as assigned by upper level team.

MINIMUM REQUIREMENTS

  • High-school degree and previous administrative experience is preferable but not required
  • Ability to review basic documents to purchase goods necessary to meet purchasing needs and expectations
  • Strong technology skills including Microsoft Office Suite a must
  • Excellent spoken and written communication skills; Strong problem-solving skills.
  • Ability to work in high pressure situations while maintaining creative and innovative solutions
  • Must display a high level of professionalism as well as be a committed team player
  • Independent self-starter able to meet deadlines with extreme attention to detail.
  • Passion for education and the mission of Quest
  • Strong organizational skills with the ability to multi-task

HOURS/WAGES

  • HOURS: 30 per week (3 days in office; 2 days mobile)
  • SALARY: DOE

Quest for Education and Arts Application

Quest for Education and Arts is an equal opportunity organization
This application will not be used for limiting or excluding any applicant from consideration for a contract on a basis prohibited by local, state, or federal law
Should an applicant need reasonable accommodation in the application process, he or she should contact a company representative
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(Note: Quest for Education and Arts complies with the ADA and considers reasonable accomodation measures that may be necessary for eligible applicants to perform essential functions)
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References - Please provide 2 professional reference(s) below detailing work ethic and character
Additional Information
At-Will Contracts
The relationship between you and Quest for Education and Arts is an (at will) relationship and Quest provides (at will) contracts
This means that your contract can be terminated at any time for any reason, with or without cause, with or without notice, by you or Quest for Education and Arts
No representative of Quest for Education and Arts has authority to enter into any agreement contrary to the foregoing (contract at will) relationship
No oral or written statements or representations regarding my contract can alter my at-will contract status, except for a written statement signed by me or the company's president

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