Administrative Assistant

Job Summary 

This position is responsible for providing administrative support for the operations of the Rosalynn Carter Institute and is located in the primary offices of the RCI.  

Responsibilities: 

• Answering phone calls received in the main office, screening, and routing to the appropriate parties. 
• Handling office tasks, such as filing, generating presentations, setting up for meetings, and reordering supplies. 
• Providing real-time scheduling support by booking appointments and preventing conflicts. 
• Coordinating appointments and meetings and managing staff calendars and schedules. 
• Making travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations. 
• Reviewing, sorting, and prioritizing mail and, when necessary, email correspondence. 
• Shipping supplies and program materials as needed and tracking all related inventories.  
• Maintaining contact lists within office systems and updating these regularly. 
• Producing and distributing correspondence memos, letters, faxes and forms. 
• Assisting in the preparation and distribution of regularly scheduled reports. 
• Ensuring operation of equipment by tracking preventive maintenance requirements, calling for repairs, and maintaining equipment inventories. 
• Maintaining supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies, and verifying receipt of supplies. 
• Maintaining polite and professional communication via phone, e-mail, and mail. 
• Working directly with Senior Leadership Team to cultivate appropriate peer and funder relationships that result in future engagement and funding of RCI, maintaining a high level of professionalism, performance, and integrity in these relationships. 
• Maintaining and sharing consistent documentation of interactions on behalf of RCI, as well as providing regular reports and updates on these to drive organizational strategy. 
• All other duties as assigned.  

Required Qualifications: 

• Ability to effectively present information and respond to questions from leadership team 
• Strong interpersonal skills with the ability to work well with individuals across all organizational levels 
• Excellent oral and written communication skills 
• Possess strong organizational skills with attention to detail 
• Ability to work independently and prioritize projects to meet deadlines. 
• Understanding of nonprofit practices and culture 
• Exposure to, and familiarity with, the lived experience of caregivers 

Knowledge, Skills, & Abilities 

• Prior administrative experience. 
• Exceptional written, oral, interpersonal, and presentation skills and the ability to effectively interface with RCI’s senior leadership, donors, and staff;  
• Knowledge of modern office practices and procedures. 
• Knowledge of university and departmental policies and procedures. 
• Knowledge of business English, spelling, punctuation and arithmetic. 
• Knowledge of computers and job-related software programs. 
• Skill in prioritizing and organizing work. 
• Skill in the management of files and records. 
• Skill in the use of such office equipment as a computer, scanner, fax machine, and copier. 
• Skill in oral and written communication. 
• Ability to productively impact both strategic and tactical initiatives;  
• Excellent judgment and creative problem-solving skills with the ability to make decisions in a changing environment and anticipate future needs;  
• Unimpeachable ethical standards, confidentiality, and personal integrity;  
• Proficient in Microsoft Office; and  
• Alignment with the mission of the Rosalynn Carter Institute for Caregiving.