Administrative Assistant

Prospect Business Association (PBA) is a non-profit Entrepreneurial Support Organization. PBA assists entrepreneurs/small businesses throughout the Greater Kansas City area start, grow, and sustain. PBA’s goal is to “Build A Health Community” through business and economic development.

PBA is looking for a team member with integrity, initiative, accountability, critical thinking skills, commitment, willingness to take on new challenges, punctuality, ability to make sound judgements, and can work both independently and as part of a team. Does not need to be handheld, can process information, and can follow through to achieve tasks. PBA is a fast-paced environment needing someone who is energized and can learn quickly to achieve organizational objectives. We are looking for a candidate that has experience in the non-profit sector, is tech savvy with basic office equipment (computers, copy machines etc.), understands fiscal prudence and is ready to work.

The Administrative Assistant should possess problem solving skills, as well as excellent verbal and written skills. MUST be computer literate. MUST be proficient with Microsoft Office Products. 

Responsibilities include but are not limited to the following:

Position Title: Administrative Assistant

Position Summary:

We are in search of an exceptionally organized and detail-oriented Administrative Assistant to join our team and play a crucial role in supporting our day-to-day operations. The successful candidate will be responsible for data entry, scheduling, and maintaining exemplary organization skills. This role is vital to ensuring the efficiency of our administrative processes and facilitating clear communication within our organization.

Key Responsibilities:

Data Entry and Record Keeping:

• Accurately enter and maintain data in digital systems and databases.
• Organize and file documents, records, and information for easy retrieval.
• Ensure the integrity and confidentiality of data.

Scheduling and Calendar Management:

• Manage and maintain schedules, appointments, and meetings for team members.
• Coordinate and prioritize events, ensuring efficient time management, as assigned by the Executive Director or designee.
• Proactively communicate changes and updates to Executive Director or designee.

Document Creation and Management:

• Create, format, and edit documents, reports, and presentations using Microsoft Office (Excel, Word, PowerPoint) and other relevant software.
• Organize and maintain both digital and physical files for easy access.

Professional Representation:

• Maintain a professional and courteous demeanor in all interactions.
• Represent the organization positively when dealing with internal and external stakeholders.
• Assist in answering phone calls, handling inquiries, and directing messages.

Reporting and Communication:

• Assist in preparing reports, presentations, and correspondence.
• Communicate effectively with team members and stakeholders, ensuring clear and timely information flow.
• Take minutes during meetings and distribute them accurately.

Email Management and Correspondence:

• Handle email correspondence, when needed, on behalf of team members, prioritizing messages and providing timely responses.
• Maintain efficient communication channels with internal and external parties.

Other Administrative Support:

• Provide general administrative support as assigned by the Executive Director as required, contributing to the smooth functioning of the organization.

Ethical Conduct and Integrity:

• • Uphold the highest standards of ethical conduct in all interactions and decisions.
  • Demonstrate integrity, honesty, and transparency in every aspect of the role.
  • Serve as a role model for ethical behavior in the workplace.

Accountability and Loyalty:

• • Take ownership of responsibilities and deliver on commitments with a strong sense of accountability.
  • Show unwavering loyalty to the organization's mission, values, and goals.
  • Act in the best interests of the organization at all times.

Trustworthiness:

• • Build and maintain trust through consistent and reliable performance.
  • Safeguard sensitive information and maintain confidentiality in all matters.
  • Be a trusted confidant to the Executive Director and colleagues.

Initiative and Proactive Approach:

• • Proactively identify opportunities for improvement and take the initiative to implement solutions.
  • Seek ways to streamline processes, enhance productivity, and contribute positively to the organization's success.
  • Be resourceful in problem-solving and decision-making.

Other Duties as Assigned:

·         Be flexible and adaptable to take on various tasks and responsibilities as directed by the Executive Director to support the organization's overall mission and objectives.

Qualifications:

• High school diploma or equivalent; Bachelor's degree is a plus.
• Proven experience in administrative roles, with a focus on data entry and scheduling.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and other relevant software.
• Excellent organizational skills and keen attention to detail.
• Strong written and verbal communication skills.
• Ability to multitask, work independently, and meet deadlines. 
• Professionalism, discretion, and a commitment to ethical conduct. 
• Problem-solving abilities and the initiative to drive positive change.
• Strong interpersonal skills and the ability to build rapport with colleagues and stakeholders.

Reporting Structure:

This position reports to the Executive Director.

The Administrative Assistant should be a motivated and adaptable professional with a passion for providing top-notch administrative support and contributing to the success of our organization, as such helping the Prospect Business Association make a positive impact in our community and beyond.

The Administrative Assistant position plays a vital supportive role in shaping our organization's policies, procedures, and program initiatives while upholding the highest ethical standards. Your contributions will directly impact our mission, making a positive difference in the communities we serve. We look forward to welcoming a dedicated and values-driven Administrative Assistant to our team.

All PBA staff, whether in person or via various communication platforms represent and are a direct reflection of the PBA team, the Executive Director, and our Board of Directors. All PBA staff and consultants are expected to utilize the experiences, skillset, and talents they possess as stated at the time of hire to fulfill their job duties. Although training is offered, it is expected that one possesses the basic skillset to fulfill the job duties as stated and as reflected in their resume and as stated during the interview process at the time of hire.

Join our team and become an integral part of our mission. Your dedication to organization and data management will support our goals and help us make a positive impact. We look forward to welcoming an Administrative Assistant who shares our commitment to excellence.