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TSPN

Executives’ Assistant

TSPN

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Job Summary

Executive Assistant to TSPN and TAADAS Executive Directors

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 items, including TSPN swag, and securing purchase bids when appropriate; working closely with TSPN Deputy Director to update inventory spreadsheet monthly.
  • 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
  • Regularly track and communicate to TSPN training request needs and volunteer request statewide.
  • 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 and Microsoft Teams a plus
  • Experience with project management- knowledge of project management software is a plus
  • 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
  • Ability to work well within a cross-functional team environment and diverse communities.

Additional Information

Benefits

Dental. Health. Vision, Life, 401k paid holidays

How to Apply

Email resume to mleitsch@tspn.org

Details

  • Date Posted: April 7, 2021
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Social / Human Services
  • Salary Range: 30,000 - 35,000 DOE
  • Working Hours: 37.5 hrs/wk; M-F