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Administrative Assistant

NativityMiguel Middle School of Buffalo Buffalo, NY

  • Posted: over a month ago
  • $30,000 to $45,000 Yearly
  • Full-Time
  • Benefits: 401k, medical,
Job Description

POSITION TITLE: Administrative Assistant


REPORTS TO: President


LOCATION: Buffalo, New York



The Administrative Assistant will serve as a liaison to the Board of Directors, donors, staff, and others while ensuring confidentiality, accuracy, and completion of work in a collegial, organized, and timely manner. Initiates and assumes primary responsibility for projects that enhance the overall functioning of the Executive Office. The Administrative Assistant must be committed to NativityMiguel Middle School of Buffalo’s mission and goals.



  • Acts as a liaison between Executive Director and members of the Board of Directors as well as members of the staff to follow up and ensure projects are completed as planned; identify and track deadlines for meetings, reports, proposals, and contracts; prepares manuals and Board documents.
  • Assists the Board and other meeting information by drafting, coordinating, and distributing agendas, notices, reports, communication packets, presentations, and other documentation; attends and takes minutes of Board meetings
  • Manages the President’s Office:
  • Works closely with the President and Staff, Board Members, major donors, and acts accordingly when representing the President and the organization
  • Displays the highest level of confidentiality, independence, and sound judgment
  • Provides general and specific administrative and clerical support to the President and Staff including but not limited to preparing drafts of correspondence, grant proposals, and presentations
  • Maintains comprehensive calendar of dates significant to organizations’ operations, such as scheduled Board meetings and Committee meetings; renewal or revisions of recurring policies, contracts, resolutions, or other items; tracks time sensitive projects, follows-up well in advance of deadlines
  • Provides for an organized work environment by disseminating, tracking, and maintaining information and data and implementing appropriate organization systems
  • Greets and directs all school visitors for the President and staff
  • Makes all mail pick up and drop offs including bulk mail
  • Handles daily server backing up
  • Receives, screens, and routes all telephone calls for President and staff
  • Arrange and conference calls, make reservations, contact vendors, maintain (setup and cleanup) in board room for all board and committee meetings; order food for all breakfast, lunch, and dinner meetings held for any organization’s business
  • Performs other related work relevant to organization’s operations


Equipment: telephone, fax computer, printer, and related equipment; copier, mail machine, adding machine, calculator


Proficiency in the use of computers for:

Software: Superior skills in Microsoft Office (Word, Excel, Outlook), QuickBooks, Fundraising Software, Internet search tools, and ability to analyze reports using same



The Administrative Assistant should demonstrate competence in some or all of the following:

  • Adaptability: Willing to be flexible with time and responsibilities

  • Ethical Behavior: Keep confidential all personnel records, client information, and uphold the integrity of the organization at all times

  • Communicate Effectively: Maintain a personable demeanor at all times; remain cordial and friendly when representing the organization

  • Creativity/Innovation: Be proactive when brainstorming sessions for new endeavors for the organization

  • Foster Teamwork: Work cooperatively and effectively with other members of the staff

  • Organization: Be able to multi-task at any given time



Two-year degree in business, communication studies



Minimum of three (3) years of experience providing complex clerical and administrative support to Executive Management personnel



Maintains and keeps the front desk neat and orderly; ability to be flexible, work an occasional early morning, evening, or weekend


EOE/AA Minority/Female/Sexual Orientation/Gender Identity/Disability/Veteran


NativityMiguel Middle School of Buffalo

NativityMiguel Middle School of Buffalo's Logo


Buffalo, NY



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