Administrative Assistant (49318)

Position Description: 

Title:  Administrative Assistant         Reports To:  Director of Administration 

Hours:  Full Time                                            Supervises:  None 

FLSA Status:  Non-Exempt (Hourly)         OSHA Exposure Category: II  

Position Summary: 

Person in this position serves as the key administrative and operational support to the Director of Administration, Vice President of Operations, and Chief Operating Officer. This position requires discretion, initiative, strong organizational judgement, and the ability to manage multiple priorities in a fast-paced, mission-driven environment. 

Essential Job Functions include those listed below. 

Essential Job Functions: 

• Provide advanced administrative and executive support to senior leadership, including scheduling, calendar prioritization, coordination of commitments, and preparation of meeting materials;  

• Draft, edit, and format executive correspondence, Board communications, briefing notes, talking points, and reports;  

• Maintain confidential files, personnel documents, and organizational records in accordance with policy and ethical standards;  

• Serve as point of contact between leadership, internal teams, partner agencies, and external stakeholders; 

• Support development of PowerPoint presentations, briefing decks, and executive summary documents; 

• Develop and format Excel workbooks, tracking sheets, and operational dashboards;  

• Support internal announcements, administrative memos, and document routing processes;  

• Coordinate executive and administrative travel arrangements, itineraries, conference registrations, and reimbursement packets;  

• Support logistics for trainings, workshops, and leadership events, including certificates, rosters, and CEU documentation;  

• Support maintenance, organization, and version control of policies, procedures, and administrative manuals;  

• Review, route, and distribute correspondence and incoming communications to appropriate leadership 

• Embrace and embody the mission, vision, guiding principles, clinical vision and goals of WestCare Foundation; and  

• Perform all other duties as assigned.