ESSENTIAL DUTIES AND RESPONSIBILITIES

In addition to all components of the above position summary the following "Essential Duties and Responsibilities" are essential to successful performance in this position:

CEO Support Responsibilities:

• Manage CEO's calls, scheduling, travel, and daily tasks to optimize time and workflow.
• Oversee building maintenance and vendor contracts for repairs, services, utilities, and grounds.
• Maintain the IT and cellphone inventory and act as liaison between the employees and IT/Cellphone providers.
• Support CEO-led projects and assigned organizational initiatives as needed.

Human Resources Support Responsibilities:

• Assist in maintaining employee records.
• Participate in pre-screen interviews.
• Oversee the Safety Committee.

Development Support Responsibilities:

• Complete gift entry, donor acknowledgments, and reporting using the donor CRM.
• Assist with administrative tasks related to marketing and events

Administrative Duties:

• Perform general office duties, such as answering phones, responding to emails, and managing correspondence.
• Greet visitors and assist them with inquiries or direct them to the appropriate personnel.
• Maintain electronic and physical filing systems, ensuring all documents are accurately organized and readily accessible.
• Assist in scheduling appointments, meetings, and conference calls.
• Prepare and distribute memos, letters, reports, and other documents as needed.
• Monitor and maintain inventory of office and cleaning supplies, ensuring adequate stock levels.
• Collaborate with other administrative staff to ensure smooth workflow and effective communication within the office.
• Perform other duties as assigned by management.
• Adheres to ethical and conduct standards as established by professional licensure and Phoenix House policies.
• Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, completes all training on time
• Attends and participates in program and all staff meetings
• Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others

SUPERVISORY RESPONSIBILITIES

The incumbent in this position has no supervisory responsibilities.

REQUIREMENTS

To perform this position successfully, you must be able to perform each essential duty and responsibility satisfactorily.  Reasonable accommodation may be made to enable individuals with disabilities to perform their essential duties and responsibilities.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

• College Degree in Office Administration or related field preferred.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint).
• Excellent communication skills, both written and verbal.
• Strong organizational and time management abilities.
• Attention to detail and accuracy in all tasks.
• Ability to multitask and prioritize tasks effectively.
• Professional demeanor and strong customer service skills.
• Familiarity with basic accounting principles is a plus.
• Ability to maintain confidentiality of sensitive information.
• Legal authorization to work in the United States.
• Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For- Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking