Fab Lab is currently looking to fill the position of Administrative Assistant. This position will start at 20 hours a week, with potential to move to a full-time position by the end of 2021. We are looking to invest in training for a committed individual who is seeking a career pathway with Fab Lab.
Preferred candidate will
(1) Proactively manage daily calendars and meetings for Managing Team members
(2) Independently establish, organize, and maintain files for the organization including employment contracts, tax forms, and paperwork
(3) Facilitates communication and act as an effective liaison between customers by providing confidential, timely, and accurate information, including managing social media accounts
(4) Drafts and prepares correspondence, announcements, presentations, and reports for the organization under the supervision of Executive Director and Managing Team
(5) Set-up and manage conference calls and meetings, including the preparation and organization of meeting space, materials in advance and order food for (breakfast/lunch, etc.)
(6) Maintains cleanliness and overall appearance of the physical office. Make sure kitchen items are sufficiently stocked
(7) Inventory tracking as well as manage/order and replenish office supplies
(8) Accepts all incoming packages and direct to appropriate individuals.
(9) Monitor and manage deadlines set for personnel reporting such as performance reviews
(10) Arrange conference bookings, professional development bookings, and travel bookings as needed
(11) Performs office receptionist duties to all visitors and vendors in-person and on the phone
(12) Assists with client contacts and support
(13) Assists with projects/transactions in progress to include; administrative details, maintain contract timelines and document delivery
(14) Manages office moves and other various facilities related tasks if applicable
(15) May handle coding and payment of vendor invoices
(16) High level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the company
(17) Responsible for understanding and complying with company policies and procedures while performing the role outlined above
(18) Consistently use sound judgment and complex problem solving skills to provide professional administrative support in a fast-paced environment
Successful candidate will
(1) Two or more years of administrative support
(2) Nonprofit, industrial, or education experience a plus
(3) Marketing, communications, graphic design experience a plus
(4) Strong time management, organizational skills, and detail oriented
(5) Experience working in a dynamic environment with a commitment to meeting deadlines
(6) Demonstrated ability to exercise excellent judgment and discretion in handling confidential or trade secret information
(7) Strong written and verbal communication skills and proven ability to communicate clearly and professionally with individuals at all levels, internally and externally
(8) Ability to handle multiple priorities from various constituents with tight deadlines in a fast-paced environment
(9) A high degree of professionalism and a strong work ethic coupled with a sense of responsibility and integrity required
(10) Ability to resolve problems independently and work with a high degree of autonomy and responsibility
(11) Attention to detail is critical and required
(12) Strong computer proficiency in Microsoft Word, Excel, PowerPoint, and Outlook required
(13) Experience in Photoshop and/or Illustrator a plus
(14) Strong analytical/problem solving skills
(15) A good sense of humor and team player who gets along with a diverse and inclusive group of individuals
(16) Provide a headshot to be used for the organization’s website
Benefits
(1) Competitive salary
(2) 401k and health insurance for FTE
(3) Flexible PTO, sick-days for FTE
(4) Supportive co-workers
(5) Rewarding work culture
(6) Paid PD opportunities
(7) Beautiful downtown workspace
(8) Fully-stocked break room
(9) Work social hours
(10) Annual retreats