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.