Open Arms Home

Administrative Assistant

We are looking for that special someone that can help bring our vision and mission to life, if that is you apply today!

Job Description:

The Administrative Assistant’s duties and responsibilities include but are not limited to providing administrative support to Open Arms Home, which is a Transitional Shelter for teens that have aged out of Foster Care. This position will also support the parent non-profit, J-Jireh Ministries and its projects and programs to ensure efficient operation of the organization. This position supports the Executive Director, employees and Shelter Residents through a variety of tasks, programs and projects and the individual hired must exhibit strong organizational skills with clear and concise communication to all parties. The Administrative Assistant is responsible for confidential and time- sensitive material, therefore must be highly reliable, trustworthy and use excellent judgment. Should be familiar with JJM’s mission, programs and projects to best assist, grow and fill the needs of the organization.

Ability to effectively communicate via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Must rely on experience and excellent judgment to plan and accomplish goals with a wide degree of creativity, responsibility and latitude. Will report directly to JJM’s Executive Director until a Program Manager is hired for Open Arms Home.

  • Answer and direct phone calls as well as take clear messages
  • Organize and schedule appointments and meetings (Maintain Office Calendar)
  • Maintain contact lists, inventory list and others as required
  • Produce and distribute correspondence memos, letters, faxes, and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system, manually and online
  • Order office supplies
  • Book travel arrangements, as needed
  • Maintain, reconcile and submit expense and other reports
  • Provide general support to visitors, callers and partners
  • Follow instructions properly and promptly
  • Research topics as needed and create presentations
  • Generate reports and/or slide presentations as needed
  • Handle multiple projects seamlessly
  • Prepare and monitor invoices
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
  • Maintain professional and technical knowledge by attending educational and networking workshops; reviewing professional publications and establishing professional networks.
  • Contribute to team efforts by contributing time, talent, research, ideas, contacts, etc as needed
  • Carry out administrative duties such as filing, typing, copying, binding, scanning, etc.
  • Write letters and emails on behalf of other office staff, as needed
  • Handle sensitive information in a confidential manner
  • Take accurate minutes of meetings and/or transcribe minutes and distribute
  • Reply to email, telephone, or face to face inquiries
  • Develop and/or update administrative systems to make them more efficient
  • Receive, sort, and distribute the mail
  • Maintain up-to-date employee records
  • Greet and assist visitors to the office
  • Photocopy and print out documents on behalf of other colleagues
  • Provide polite, clear, concise and professional communications
  • Conduct data entry
  • Confirm appointments and reservations, as needed
  • Assist with Grant Writing, as needed
  • Create or assist with creating New Forms
  • When appropriate, develop administrative staff or prepare new hires by providing information,
  • Proven admin or assistant experience – at least 2 years – at least 2 strong referrals
  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • High school diploma or equivalent; college degree preferred but not required
  • Strong and consistent reporting skills
  • Excellent Administrative writing skills
  • Proficiency in Microsoft Office, Excel, Power Point, Forms
  • High professionalism in speech, dress, skills and understanding
  • Exceptional problem solver
  • Efficient supply management skills
  • Good inventory control skills
  • Strong and concise verbal & written communication skills
  • Skilled with office administration procedures
  • Attention to detail
  • Accuracy and proficiency
  • Able to multitask competently
  • Polite and professional telephone skills
  • Excellent teamwork skills
  • Exceptional discretion and judgment
  • Great patience
  • High resourcefulness
  • Can anticipate needs and will prepare
  • Emotional Intelligence and maturity with a high EQ
  • Flexibility and Adaptability
  • Good editing and proofreading skills
  • Strong and fast typing skills
  • Excellent grammar
  • Reliable and insured transportation
  • A good driving record
  • Drug free record
  • Minimum two strong referrals, three is preferred
  • Teachable mindset
  • Godly morals and ethical integrity
  • Excellent work ethic