ORTV, Inc. which comprises the Office of Radio & Television/WJMJ Radio (ORTV) has an immediate opening for a full-time (37.5 hours per week) Senior Administrative Assistant.
Hours a Week: 37.5, Monday- Friday
FSLA Status: Nonexempt
Reports to: Executive Director
Work Arrangement: Onsite, 5 days a week
Interested applicants should submit a letter of interest and current resume via email to HR@ortv.org
Overview:
Provides assistance and administrative support to the Executive Director and Business Manager. Schedules appointments, gives information to callers, takes dictation, and otherwise relieves Executive Director of routine clerical, administrative and business detail; and assists Business Manager by performing the following duties.
Essential Functions:
- Duties include, but are not limited to: maintaining the Executive Director’s schedule, answering phones, correspondence – including letter writing and responding to donor viewer and listener inquiries, coordinating volunteers, maintaining record-keeping and filing systems, computer and internet work and providing administrative staff coverage.
- Qualified candidates must have strong written and verbal communication skills as well as excellent computer skills, utilizing Microsoft applications and organizational skills. Qualifications include professionalism, hospitality and a high degree of confidentiality, as well as the ability to multi-task while maintaining a high level of organization and productivity, as well as exemplary written, verbal, and interpersonal skills
- Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by Executive Director.
- Takes dictation in shorthand or by machine and transcribes notes on computer, or transcribes from voice recordings.
- Composes and types routine correspondence.
- Organizes and maintains file system, and files correspondence and other records.
- Answers and screens Executive Director’s telephone calls, and arranges conference calls.
- Coordinates Executive Director’s calendar, schedule and makes appointments.
- Greets scheduled visitors and conducts to appropriate meeting area.
- Arranges and coordinates Executive Director’s travel schedule and reservations.
- Conducts research, and compiles and types statistical and/or quarterly reports.
- Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
- Plans, coordinates and implements special events such as fund raisers.
- Makes copies of correspondence or other printed materials.
- Prepares outgoing mail and correspondence, including e-mail and faxes.
- Prepares press releases in proper format and distributes to media by e-mail and/or fax.
- Orders and maintains supplies, and arranges for equipment maintenance in conjunction with the Business Manager.
- Assists Business Manager with various business office functions, as assigned.
- Supervises, trains and reviews administration support staff.
- Maintains volunteer lists and manages activities of volunteers in conjunction with appropriate staff.
- Performs additional duties as assigned.
Computer Skills:
To perform this job successfully, an individual should have:
- Excellent computer skills
- Working knowledge of Microsoft Offices applications; and be proficient using Microsoft Access, Microsoft Excel and Microsoft Word, including mail merge.
- Knowledge of copiers, fax machines, printers, scanners and other office equipment.
Business & Organization Knowledge:
- Knowledge and understanding of the Roman Catholic faith.
- Knowledge of the Archdiocese of Hartford and the offices, agencies and affiliated corporations, parishes and schools that it serves.
- Understands and properly applies dignity and respect to all that are in need of assistance.
Candidates must also be willing to submit to a background check and have the ability to work flexible hours with occasional early morning, evening and weekend hours during semi-annual WJMJ Radiothons.
