Executives’ Assistant

TAADAS/TSPN

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Job Summary

Assistant to Executive Director of TSPN and the Executive Director of TAADAS

Job Responsibilities

• Liaison for the Executive Directors of TAADAS and TSPN for project management, event planning and meeting coordination
• Staffs, coordinates, and records minutes of TSPN staff meetings, Advisory Board meetings as well as related committees and meetings. 
• Assist in planning and coordinating the TSPN statewide conferences.
• Act as liaison between TSPN and Governor’s Office to coordinate Advisory Council appointments. Maintains accurate records of all appointments
• Assists TSPN Executive Director with administrative paperwork including, but not limited to: entering outcomes, completing check requests and other financial documentation
• Serve as point of contact for TSPN Memorial Quilts, International Suicide Memorial Wall, and staff material requests
• Maintains QPR Trainer database, acts as liaison between QPR Institute and TSPN to ensure all QPR Trainer records are accurate
• Coordinate purchases of various TSPN & TAADAS items, including TSPN/TAADAS swag, and securing purchase bids when appropriate
• Assist in planning and coordinating TAADAS Day on the Hill with Lobbyist and Staffs TAADAS Executive Committee, Membership meeting, and Legislative Committee; schedules additional committee meetings, takes notes, distributes meeting information and tracks work plan issues
• Send announcements, coordinate material for distribution, and coordinate advocacy activities and presentations for the TAADAS Legislative Committee;
• Assist in planning and coordinating the TAADAS Recovery Month dinner and awards.
• Providing administrative assistance, such as writing and editing emails, drafting memos and preparing communications on the executive’s behalf
• Organizing meetings, including scheduling, sending reminders and organizing catering when necessary
• Answering incoming phone calls in a polite and professional manner and accurately taking messages
• Coordinating travel arrangements
• Using various software, including word processing, spreadsheets, and presentation software to prepare reports and/or special projects

Event Coordinator

• Coordinate the distribution of event information to TAADAS and TSPN members and volunteers,  service providers, coalition partners, and legislative members and staff at the direction of the Executive Directors

• Create materials for each assigned event including a sign-in sheet, evaluations, awards, agendas or programs
• Develop and distribute event flyers, mailings and social media in coordination with the other media staff

• Maintain event information in TAADAS calendars, updates mailing lists

Purchasing Agent

• Maintains list of approved supply vendors
• Coordinates additional supply vendors as needed and directed by an Executive Director
• Ensures that bids are developed for any purchase of an individual item over $500
• Works with each program area supervisor to develop a list of supplies needed and places orders to ensure that equipment and supplies are procured in a timely manner; this includes shipments to off-site employees
• Maintains and stocks office supply cabinet
• Maintains equipment, computer and depreciation lists

Administrative Responsibilities

• Prepares task lists from TAADAS and TSPN meeting minutes and other events for the Executive Directors review and calendars
• Maintains Executive Directors’ calendars
• Assists with any other meeting scheduling, agendas and minutes as assigned
• Retrieves and sorts mail; logs any checks or payments received.
• Takes and responds to general calls for TAADAS and TSPN.

Other Duties

• Answers REDLINE calls when urgently needed
• Other duties as assigned

Qualifications

• Exceptional writing skills including the ability to maintain records of meetings, track issues and analyze points of view or potential outcomes
• Possesses a Bachelor’s degree in a behavioral science or human development related area, political science or in administrative services, media or marketing

• Intermediate computer skills including Microsoft products, marketing software and development of marketing materials preferred; Knowledge and experience working with social media, Survey Monkey, Constant Contact, Eventbrite are essential. Advanced Microsoft Excel skills a plus
• Experience with project management
• Ability to be proactive and take initiative on assignments
• Knowledge of substance abuse and suicide prevention preferred
• Administrative assistant experience is a plus
• Strong verbal and written communication skills, organizational skills and ability to multitask  
• Problem-solving, decision making skills, time management and  attention to detail
• Ability to act as gatekeeper and escalate relevant information to executives as needed
• Skilled in the use of standard office equipment (e.g., copiers, business telephone systems, projectors, fax machines).
• Ability to work effectively with minimal supervision
• Ability to treat confidential information with appropriate discretion
• Familiarity with Microsoft Office Suite
• Ability to complete tasks for two different entities simultaneously

Additional Information

Benefits

How to Apply

Email resume to mleitsch@tspn.org.

Details

• Date Posted: July 7, 2021
• Type: Full-Time
• Job Function: Administrative
• Service Area: Health (Physical, Mental)
• Working Hours: 37.5 hrs/wk; M-F