Salary: $20.00 - $22.00
Southern Maine Agency on Aging (SMAA) is committed to positive long-term outcomes for older adults and their caregivers. We empower older adults, adults with disabilities and their caregivers to live to their fullest potential by providing services, resources and information. At SMAA, we believe that a supportive and inclusive workplace, where everyone feels valued and heard, is key to shaping organizational culture and advancing our work with underrepresented and diverse communities. We were recently voted Best Places to Work in Maine 2024!
Position Summary:
SMAA is seeking an Admin Assistant who excels at a wide variety of high-level administrative and clerical duties and responsibilities. This candidate will serve as the point person for the CEO and ensures that systems are efficient and running smoothly.
We strongly invite candidates from diverse backgrounds, including communities of color, the LGBTQIA+ community, veterans, and people with disabilities to apply.
Responsibilities:
Reporting to the Executive Administrative Assistant, the Admin Assistant will work closely with the CEO, and managers, and staff across the organization. Responsibilities may include, but are not limited to, the following:
General Administrative Support
- Assists and supports the CEO with a wide variety of administrative and clerical tasks, including scheduling, meeting material preparation and dissemination, meeting technology preparation, minute taking, organization of tasks, etc.
- Monitors action items and ensures they are followed up on and completed.
- Attends meetings, appointments, and conferences as assigned; if attending for the CEO, key takeaways and action items should be shared with the CEO.
- Prepares written materials as directed; letters, agendas, etc.
- Assists with Advisory Council scheduling, meeting notes, agendas, etc.
- Submit mileage and receipts for reimbursement as needed; assist with purchasing tickets and supplies as needed.
Donor Communications and General Agency Support
- Assist the CEO and the fundraising team to help develop communications and writing samples for individual donors, town/municipalities, foundations, and corporations. Craft create and update collateral materials to support donor stewardship and gift cultivation
- Foster positive, productive, and collaborative relationships at all levels internally and externally
- Assist with events, scheduling of meetings with donors, and writing updates to donors
Qualifications:
Experience and Skill Requirements: The following requirements and skills are preferred, but candidates without the listed qualifications are still encouraged to apply:
- Willingness to learn new skills (including those listed below) and adapt to the needs of the position.
- Proficient in Microsoft Office applications including Word, Excel, PowerPoint, Outlook, Microsoft Teams and SharePoint; experienced in working with all traditional office equipment.
- Excellent interpersonal skills for dealing tactfully with staff, clients, and the general public.
- Excellent verbal and written communication skills, including in-person and virtual interactions.
- Respect for an understanding of older adults, adults with disabilities, and their caregivers.
- Committed to DEI and SMAA’s culture of inclusivity, and excited about company-wide training(s) related to diversity, equity, and inclusion.
- Technology savvy and takes initiative to learn.
- Proficient with Zoom; recording meetings, obtaining transcripts, setting recurring meetings, etc.
- Experience working in an office setting is preferred but not required.
We list our preferred qualifications and are open to candidates who can demonstrate their experience and/or education that supports their alignment with the skills we are seeking.
Salary and Benefits: This is a non-exempt position, working 16-20 hours per week, with an hourly rate of $20.00- $22.00. Benefits are pro-rated based on the number of hours worked per week.
Pro- rated benefits for a position that is 16 - 19 hours per week:
- Vacation time
- Sick time
- 13 holidays per year
Pro-rated benefits for a position that is 20 - 29 hours per week:
- Vacation time
- Sick time
- 13 holidays per year
- Dental and vision insurance
- Accident and critical illness insurance
- 403B Retirement Plan
- Life insurance, income protection plan, and long-term disability insurance.
- To Apply
Please submit your resume and a cover letter explaining why you are the right fit for this position.
The position is open until filled
SMAA is an equal-opportunity employer
