Program Assistant at Roberta's House

Roberta's House-A Family Grief Support Center is looking for an Program Assistant.  The position is full-time at the organization's beautiful, state-of-the-art headquarters.  As a full-time program assistant, the overarching responsibility is to provide high-quality general office and operational support to the Executive Director's and Director of Human Resources offices.  They offer a wide range of office support and significantly contribute to achieving the organization’s support programs.

What You Will Do:

• Scheduling and calendar management--coordinating meetings, events, and travel arrangements 
• Managing my daily, weekly, and monthly calendar, including reminders
• Handling scheduling conflicts and prioritizing appointments

Communication:

• Drafting and sending emails, letters, and other correspondence
• Managing and responding to routine emails and inquiries on my behalf
• Preparing and distributing meeting agendas and minutes
• Assisting with creating, editing, and formatting reports, presentations, and proposals
• Organizing and maintaining electronic and paper files for easy retrieval
• Proofreading and ensuring the accuracy of all documents

Meeting Coordination:

• Arranging logistics for internal and external meetings, including booking venues, setting up virtual meetings, and preparing materials 
• Ensuring technology and equipment are set up and functioning correctly

Project Management:

• Tracking the progress of critical projects and initiatives
• Assisting in the development of timelines, milestones, and deadlines
• Coordinating with team members to ensure tasks are completed on time

Financial Administration:

• Assisting with budget tracking, expense reports, and financial documentation
• Assist with processing procurement requests
• Coordinating with the finance team for financial reporting

Human Resources Support:

• Assisting with interviewing, recruitment, onboarding, scheduling interviews, and background checks
• Maintaining and updating employee records, documentation, and retention schedule
• Coordinating training sessions and professional development activities

Event Planning and Coordination:

• Supporting the planning and execution of organizational events, conferences, and workshops
• Handling vendor communication, contracts, and logistics
• Managing event registration and attendee communications

Board and Stakeholder Relations

• Coordinating communication with board members and stakeholders
• Preparing and distributing board meeting materials
• Assisting with the organization of board meetings and retreats

Research and Data Collection

• Researching relevant topics and preparing summaries or reports
• Gathering data and metrics for program evaluation and reporting
• Assisting in grant research and proposal preparation

What Do You Bring:

• Strong editing, proofreading, desktop publishing
• Proven administrative professional-level skills, including Microsoft 365, computer competency, and ability to learn software applications
• Create and maintain collaborative working relationships with the institutional leadership, staff, and external stakeholders
• Use of tools such as Microsoft Office and G Suite (Google) and  use of Zoom for meetings
• Strong communication Skills - written and oral
• Effective organizational skills to manage priorities, event planning, and logistics
• Excellent interpersonal problem-solving and ability to independently plan and timely accomplish work assignments

Qualifications:

Education: Associates degree preferred in office management, business, human services, public administration, or a related field. Certifications in Microsoft 365 and project management are a plus.  

Experience: One year minimum in crisis intervention or related work with victims of crime or attempted suicide drug/alcohol abuse. Directly related experience of five years may be substituted at the employer’s discretion.

General Requirements

• Successful completion of background and drug screen checks
• Ability to regularly work non-traditional schedules in an office environment or remotely perform work as scheduled
• Ability to work prolonged periods sitting at a desk and working on a computer and long periods of standing.
• Ability to work in extreme temperatures during agency-sponsored events
• Drive reliable transportation is desirable
• Must be able to lift 20 pounds
• Travel required (5% or more) 
• Other duties, as assigned

Roberta's House is an equal opportunity employer regardless of race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, orientation, or other classification protected under the law.

 

 

Employment Type: Full Time
Years Experience: 1 - 3 years
Salary: $45,000 - $50,000 Annual
Bonus/Commission: No