Job Title: Administrative Assistant

Reports To: Recovery Support Director

Location: In-Office

Employment Type: Full-Time

Job Summary

The Administrative Assistant provides administrative support to team leaders, ensuring efficient operation of a fast paced and high energy team and the smooth execution of organizational tasks. This role involves managing schedules, preparing reports, handling confidential information, and serving as a liaison between the team and internal/external stakeholders.

Key Responsibilities

Administrative Support
- Manage and maintain the directors schedule, including appointments and meetings.
- Prepare and edit correspondence, reports, and other documents.
- Prepare PowerPoint presentations as assigned
- Act as the point of contact for internal and external team communications, including screening calls and emails.
Meeting Coordination
- Organize and prepare materials for meetings, including agendas and minutes.
- Attend meetings as needed to take notes and track action items.
- Coordinate logistics for on-site and off-site meetings, events, and conferences.
Team Management
- Oversee office supplies and inventory for the team.
- Oversee overdose prevention supplies for the organization including inventory and refill requirements
- Manage filing systems and ensure proper documentation and record-keeping.
- Maintain confidentiality of sensitive information.
Project Support
- For Save A Life Materials, provide inventory management including packing relevant materials, logging and putting items away in a timely manner.
- Assist in the coordination of projects, ensuring deadlines and deliverables are met.
- Conduct research and gather data as requested.
- Prepare summaries, reports, and presentations based on research findings.
- Coordinate with Prevention Specialist the Alliance’s representation of the organization at community events, outreach programs, and advocacy initiatives - including set-up/break-down, packing and return of materials.
- Provide content for necessary flyers and social media networking.
- Provide volunteer support for the Operations Manager

Qualifications

Education: Bachelor’s degree preferred, but relevant experience may substitute.
Experience: Minimum of 3 years of administrative support experience,
Skills:
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Proficient in Google Suite (Email, Calendar, Shared Drives) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Proficient in PPT creation and utilization of Canva
- Ability to multitask and work under pressure in a fast-paced environment.
- High level of discretion and professionalism.
- Proactive problem-solving skills and a collaborative mindset.
We strongly encourage individuals in long-term recovery to apply. We value the unique perspectives and resilience that lived experience brings to our team, especially in roles dedicated to community impact and support.

Working Conditions

Typical office environment with occasional travel.
- Must have a valid Michigan Driver's License, current automobile insurance and use of vehicle during working hours.
May require flexibility in working hours to accommodate multiple schedules.
Must be able to enter and retrieve data using computer systems, systems applications, and other office equipment.
Ability to lift and transport materials/supplies up to 40 lbs. to health fairs, presentations and/or other public forums.
Ability to work in a mid-level noise collaborative environment.
Ability to maintain normal office hours at the Alliance site as well as hours based on program need including some evenings and weekends.
May require flexibility in working hours to accommodate multiple schedules.

All positions adhere to the following:

Performance Expectations

Perform job duties and responsibilities in a professional manner at all times and comply with the standards set forth in the Alliance Employee Handbook.
Support the mission of the Alliance with integrity and act as an ambassador
Demonstrate knowledge of Recovery Oriented Systems of Care, principles of trauma informed care and principles of cultural competency.
Maintain excellence in all work efforts, presentation, attitude, and practice in a manner that demonstrates loyalty to the organization, integrity in the process, and honor to all ethical, legal/policy, knowledge-base, resources, and the purpose and intent of the organization.
Demonstrate knowledge and skills in the effective and efficient use of human, technical, and financial resources of the organization.
Perform all job duties in accordance with applicable safety, health and accessibility policies and procedures.
Ability to work in a mid-level noise collaborative environment.
Ability to maintain normal office hours at the Alliance site as well as hours based on program need including some evenings and weekends.

Alliance of Coalitions for Healthy Communities

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