Administrative Assistant, Full-Time

Position Reports to: CEO/Executive Director

Supervision Exercised: None

Kalamazoo, MI

Brief Description

Provide clerical, administrative and organizational support to the CEO/Executive Director. Focus on keeping communication, calendar, activities and community involvement simplified and organized for the CEO/Executive Director.

Please include your contact phone number and email address on your resume.

Job Responsibilities

  • Facilitate the scheduling of meetings including, but not limited to, materials preparation and communication with meeting attendees.
  • Assist with and facilitate the CEO/Executive Director’s calendar.
  • Organize CEO/Executive Director’s documents and files.
  • Sort and prioritize CEO/Executive Director’s mail email and voicemail messages.
  • Prepare and predict items for media release, as needed or directed.
  • Coordinate CEO/Executive Director’s day-to-day tasks and activities with the Development Department.
  • Research topics pertinent to CEO/Executive Director’s activities, including but not limited to:
    • Fundraising
    • Grant research and grant writing
    • Donor, supporter and future supporter engagement
    • Events and event planning
  • Possibly communicating via phone, memo and email or personally with Donors and Board Members.
  • Other duties as required by CEO/Executive Director.

Education requirements, certifications, work experience


  • Experience working in a Clerical/Administrative setting—preferably in an NFP Addiction Recovery/Treatment and Fundraising setting.
  • Data entry experience and proficiency with MS Office required.


  • Minimum of an Associate’s Degree in Administrative Assisting or related field.

Required Job Knowledge and Skills:

  • Ability to engage in positive relationships.
  • Ability to handle stressful situations calmly and professionally.
  • Excellent oral and written communications skills and attention to detail.
  • Knowledge of program and services as they relate to the provision of services preferred.
  • Working knowledge of the system of services needed to address the needs of the Executive Director.

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