Administration Assistant

Job Description

Job Description

ICGC

Administration Assistant

Monday-Friday

General:

ICGC is seeking a dedicated and detail-oriented Administrative Assistant to support our Office Manager and ensure the smooth operation of our office. The ideal candidate will excel in handling sensitive information with confidentiality, managing a variety of administrative tasks, and providing exceptional support to visitors and staff. This role is crucial in maintaining organizational efficiency and supporting our mission through effective administrative practices.

Key Responsibilities:

• Confidentiality & Sensitivity: Handle sensitive information with the utmost confidentiality and discretion.

• Communication Management: Answer, screen, and transfer inbound phone calls; greet, receive, and direct visitors and clients while providing general support.

• Documentation: Write and distribute emails, memos, letters, faxes, and forms; prepare and modify documents including correspondence, reports, drafts, charts, and presentations.

• Filing Systems: Develop and maintain electronic and hard copy filing systems; retrieve documents from the filing system; handle requests for information and data.

• Administrative Support: Resolve administrative problems and inquiries; prepare written responses to routine inquiries; coordinate and maintain records for staff, telephones, and petty cash.

• Meeting Coordination: Schedule and coordinate meetings, appointments, and travel arrangements for the Executive Director and guest speakers; prepare agendas and minutes; book conference calls, rooms, taxis, couriers, hotels, etc.

• Office Management: Open, sort, and distribute incoming correspondence; maintain office supply inventories; coordinate maintenance of office equipment; research new deals and suppliers; update and maintain office policies and procedures.

• Reporting & Documentation: Assist in the preparation of regularly scheduled reports; proofread for spelling and grammar; ensure clarity and accuracy of final copies of documents.

• Project Management: Work independently and in conjunction with a team on special, nonrecurring, and ongoing projects; meet with the Office Manager weekly to discuss progress and receive feedback.

• Staff Interaction: Attend regular staff meetings; develop and update administrative systems to enhance efficiency.

Qualifications:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Office Administration, Business, or related field preferred.

• Proven experience in an administrative role, preferably within a nonprofit organization.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment.

• Excellent organizational skills with the ability to manage multiple tasks and prioritize effectively.

• Strong written and verbal communication skills, with attention to detail and accuracy.

• Ability to handle sensitive information with discretion and maintain confidentiality.

• Demonstrated problem-solving skills and the ability to work both independently and as part of a team.

• Flexibility and adaptability to meet the changing needs of the organization.

IEC is an equal-opportunity employer. We evaluate qualified applicants, without regard to race, color, religion, national origin, sex or gender, age, disability, veteran status, genetic information, including the perception that a person has any of those characteristics or that the person is associated with a person who has, or is perceived to have, any of those characteristics, or any other consideration made unlawful by applicable law. IEC is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need reasonable accommodation because of a disability for any part of the employment process, call Human Resources and let us know the nature of your request and your contact information.