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West Palm Beach

    Programs & Prevention Assistant - West Palm Beach, United States - Hanley Center Foundation Inc

    Hanley Center Foundation Inc
    Hanley Center Foundation Inc West Palm Beach, United States

    2 weeks ago

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    Description

    Job Description

    Job Description

    This position requires the incumbent to be in the office. It is not remote.

    Are you ready to make a meaningful difference in your community? Do you want to play a vital role in preventing substance use disorders? Hanley Foundation, a West Palm Beach-based non-profit organization, seeks a resourceful, highly organized, and detail-oriented Programs & Prevention Assistant. Under the Directors' supervision, this position will work with Program & Prevention Staff to facilitate proper execution & fulfillment of all assigned responsibilities. This position will handle administrative tasks and communications for two programs providing essential community services. This position requires excellent organizational, communication, and problem-solving skills with the ability to handle confidential and sensitive information. This is a full-time position with a generous benefits package and an exciting opportunity to join a growing team in an industry-leading organization with a culture that values innovation, integrity, and teamwork.

    Primary Duties and Responsibilities:

    • Complete a variety of administrative tasks for the Programs & Prevention Departments, including typing, filing, copying, compiling documents for meetings, answering phones, receiving and distributing mail, and composing and preparing correspondence that may be highly confidential.
    • Plan, coordinate, and manage the Directors' calendar and schedules and track invitations and responses to community events.
    • Keep Directors abreast of upcoming deadlines and report due dates.
    • Maintains department calendars.
    • Plan and organize department events and meetings.
    • Prepare for department meetings and other Foundation functions, including setting up, compiling, and distributing necessary documents.
    • Prepare meeting agendas, take minutes, and disseminate information to necessary staff.
    • Attend and assist at Hanley Foundation and community partner events.
    • Assist with expense reports and billing needs.
    • Maintain a record of payment requests and invoices.
    • Assist with the development of PowerPoint presentations, grants, and reports.
    • Act as a liaison for vendors, external parties, stakeholders, and other department staff at the Foundation.
    • Facilitate travel arrangements for the Director of Programs and Prevention and other internal and external staff as requested.
    • Coordinate and process supply or other orders for program/prevention needs.

    Other duties and responsibilities:

    • Perform additional duties requested by the Directors of Programs & Prevention.
    • Must be able to work extended or weekend hours as needed.

    Knowledge Skills and Abilities:

    • Excellent verbal and written communication skills.
    • Mastery of essential general office procedures.
    • Ability to type 45 words per minute.
    • Ability to prioritize and coordinate multiple assignments.
    • Strong computer/technical skills; advanced proficiency in Microsoft Office, especially Word, Outlook, Excel, PowerPoint, and Teams.
    • Ability to keep all lines of communication open within the office and with external customers and always maintain confidentiality.
    • Ability to manage meetings in Zoom, Teams, and other video conferencing applications.
    • Positive and collaborative attitude with a team-first worldview.
    • Ability to take responsibility and receive feedback.
    • Meticulous attention to detail and data accuracy.
    • Strong problem-solving and decision-making capabilities.
    • Team player with the ability to be effective independently.
    • Listens and responds effectively and respectfully to employee and customer questions.
    • Proactively corresponds with vendors and Foundation staff.
    • Commits to exceeding customer expectations.
    • Demonstrate initiative and proactive approaches to problem-solving with strong decision-making capability.

    Education/Experience Qualifications:

    • A bachelor's degree in business or a related field and at least 2 years of administrative and office experience; 5+ years of administrative support experience, preferably in a non-profit or governmental organization, may substitute for education.
    • Completion of relevant training upon hire and when deemed appropriate
    • Advanced knowledge of Microsoft Office, including Word, Outlook, Excel, PowerPoint, and Teams.
    • Ability to proofread and identify errors and data inconsistencies.
    • If in recovery, one (1) year of continuous sobriety is required. Exceptions to this requirement may be granted on a case-by-case basis.
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