Join Our Team - Administrative Assistant

acosta727
Aug 6
2 min read

Updated: Sep 25

Summary: The Administrative Assistant provides administrative support to PRI’s Executive Director and for Preserve RI’s meetings, preservation programs, events and initiatives. The ideal candidate is a motivated self-starter who is energized by the opportunity to support a small non-profit organization’s daily and annual activities. The ideal candidate has a BA; strong writing, verbal and organizational skills, at least 5 years’ experience providing administrative support and office management in an office setting; and is excited by the opportunity to work within a small non-profit organization that tackles big preservation challenges every day.

Roles and Responsibilities: The Administrative Assistant reports to the Executive Director. This part-time position supports PRI’s Executive Director and organizational operations including:

Schedule and Coordinate Meetings: Organize appointments, meetings, etc. for the Executive Director; manage the Executive Director’s and Board calendars, ensuring all necessary materials are prepared in advance.
Maintain Filing Systems: Maintain organized filing systems for both physical and digital documents, ensuring records are easily accessible and up-to-date.
Data Entry and Database Management: Input and update information in databases and spreadsheets, ensuring accuracy and confidentiality of sensitive information.
Prepare Reports and Presentations: Assist in creating reports, presentations, and other documents by gathering data and formatting information to ensure professionalism.
Handle Administrative Tasks: Perform various administrative duties such as managing office supplies, processing invoices, and maintaining budgets to ensure the office runs smoothly.
Manage Office Communications: Serve as the primary point of contact for internal and external communications, including answering phone calls, responding to emails, and greeting visitors to maintain a professional atmosphere.

Required Qualifications:

BA in business, history, historic preservation or related field
5+ years’ work experience as an Administrative Assistant, Office Manager and/or in a similar role
Competence with Microsoft 365 programs, Adobe Acrobat and office equipment
Ability to prioritize tasks and manage time efficiently to handle multiple responsibilities
Strong, proven writing, research and verbal communication skills
Ability to work independently and to plan, execute and manage multiple concurrent projects with general oversight and guidance
Attention to detail
High degree of initiative; maturity of judgment
Excellent people skills; ability to work as part of a team
Excellent organizational and time management skills
Positive, up-beat, can-do attitude that embraces new challenges and thrives in a workplace in which no two days are the same
Must have valid driver’s license