Job Description:
Administrative Assistant
Bebashi - Transition to Hope
Philadelphia, PA
(Full Time, Permanent Opportunity)
Bebashi-Transition to Hope is a multi-purpose
health and social services agency. We provide culturally sensitive
health-related information, direct services, education, research,
and technical assistance to reduce and eliminate HIV/AIDS as well as
other health disparities, such as breast cancer and hunger, within
the urban community of Philadelphia and vicinity.
Bebashi -Transition to Hope is seeking an experienced and
self-motivated Administrative Assistant to provide
support to the COO/Chief strategic Initiatives.
Job Summary:
The Administrative Assistant completes a broad variety of
administrative tasks in support of the Chief Operating Officer and
Chief of Strategic Initiatives.
The Administrative Assistant will support operations in managing
schedules, assisting with events and meetings, maintaining
electronic records, and providing administrative support to help
advance organizational goals and community impact.
MAIOR DUTIES AND RESPONSIBILITIES:
• Maintains calendar and manages schedules by scheduling and
prioritizing appointments.
• Coordinate and attend meetings by preparing and distributing
agendas, managing attendance (including visitors), taking notes as
needed, and ensuring all participants have the necessary materials
and information.
• Maintains inventory of program supplies; orders new supplies
as needed to ensure adequate supplies for ongoing program
operations; including Septa Passes, gift cards and client needs.
• Responsible for daily invoicing, expense vouchers,
uploading/scanning invoices for payment into billing system, and
maintain support documentation files for vendors.
• Ensures program invoices are processed in a timely manner.
• Serves as main purchaser in ordering program materials for
events, incentives, promotional materials.
• Serves as back-up to the Executive Assistant in providing
support to the Executive Leadership team.
• Serves as coordinator of special projects as assigned by the
COO/CSI or other members of the leadership team.
• Serves as back-up front desk coverage.
• Responsible for maintaining electronic filing systems for
correspondence and documentation.
• Assist with meeting logistics (e.g., room set up, zoom set-up, etc.)
• Assists program leadership with audit preparation
• Volunteer Support to include engagement, interviews,
onboarding, and orientation
• Perform other related duties as assigned.
