Administrative Assistant

Job Title: Administrative Assistant

Reports To: Recovery Support Director

Location: In-Office

Employment Type: Full-Time

Job Summary

The Administrative Assistant provides administrative support to team leaders, ensuring efficient operation of a fast paced and high energy team and the smooth execution of organizational tasks. This role involves managing schedules, preparing reports, handling confidential information, and serving as a liaison between the team and internal/external stakeholders.

Key Responsibilities

1. Administrative Support
   • Manage and maintain the directors schedule, including appointments and meetings.
   • Prepare and edit correspondence, reports, and other documents.
   • Prepare PowerPoint presentations as assigned
   • Act as the point of contact for internal and external team communications, including screening calls and emails.
2. Meeting Coordination
   • Organize and prepare materials for meetings, including agendas and minutes.
   • Attend meetings as needed to take notes and track action items.
   • Coordinate logistics for on-site and off-site meetings, events, and conferences.
3. Team Management
   • Oversee office supplies and inventory for the team.
   • Oversee overdose prevention supplies for the organization including inventory and refill requirements
   • Manage filing systems and ensure proper documentation and record-keeping.
   • Maintain confidentiality of sensitive information.
4. Project Support
   • For Save A Life Materials, provide inventory management including packing relevant materials, logging and putting items away in a timely manner.
   • Assist in the coordination of projects, ensuring deadlines and deliverables are met.
   • Conduct research and gather data as requested.
   • Prepare summaries, reports, and presentations based on research findings.
   • Coordinate with Prevention Specialist the Alliance’s representation of the organization at community events, outreach programs, and advocacy initiatives - including set-up/break-down, packing and return of materials.
   • Provide content for necessary flyers and social media networking.
   • Provide volunteer support for the Operations Manager

Qualifications

• Education: Bachelor’s degree preferred, but relevant experience may substitute.
• Experience: Minimum of 3 years of administrative support experience,
• Skills:
  • Strong organizational and time-management skills.
  • Excellent written and verbal communication abilities.
  • Proficient in Google Suite (Email, Calendar, Shared Drives) and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Proficient in PPT creation and utilization of Canva
  • Ability to multitask and work under pressure in a fast-paced environment.
  • High level of discretion and professionalism.
  • Proactive problem-solving skills and a collaborative mindset.
• We strongly encourage individuals in long-term recovery to apply. We value the unique perspectives and resilience that lived experience brings to our team, especially in roles dedicated to community impact and support.

Working Conditions

• Typical office environment with occasional travel.
  • Must have a valid Michigan Driver's License, current automobile insurance and use of vehicle during working hours.
• May require flexibility in working hours to accommodate multiple schedules.
• Must be able to enter and retrieve data using computer systems, systems applications, and other office equipment.
• Ability to lift and transport materials/supplies up to 40 lbs. to health fairs, presentations and/or other public forums.
• Ability to work in a mid-level noise collaborative environment.
• Ability to maintain normal office hours at the Alliance site as well as hours based on program need including some evenings and weekends.
• May require flexibility in working hours to accommodate multiple schedules.

All positions adhere to the following:

Performance Expectations

• Perform job duties and responsibilities in a professional manner at all times and comply with the standards set forth in the Alliance Employee Handbook.
• Support the mission of the Alliance with integrity and act as an ambassador
• Demonstrate knowledge of Recovery Oriented Systems of Care, principles of trauma informed care and principles of cultural competency.
• Maintain excellence in all work efforts, presentation, attitude, and practice in a manner that demonstrates loyalty to the organization, integrity in the process, and honor to all ethical, legal/policy, knowledge-base, resources, and the purpose and intent of the organization.
• Demonstrate knowledge and skills in the effective and efficient use of human, technical, and financial resources of the organization.
• Perform all job duties in accordance with applicable safety, health and accessibility policies and procedures.
• Ability to work in a mid-level noise collaborative environment.
• Ability to maintain normal office hours at the Alliance site as well as hours based on program need including some evenings and weekends.