• Full Time
  • Chicago

Website Hektoen Institute LLC

Organizational Overview

The National Center on Domestic Violence, Trauma, and Mental Health (NCDVTMH) is a federally funded national technical assistance resource center providing training and technical assistance; policy analysis and development; research and evaluation; and public awareness. NCDVTMH’s work is survivor-defined and rooted in principles of social justice. It is guided by the experiences of domestic and sexual violence survivors and their families, up-to-date research, and by an intersectional analysis of how systems impact the lives of survivors. Our work emphasizes the realities faced by marginalized communities and is aligned with the broader anti-violence movement. We work in partnership with allied organizations committed to gender, racial, economic, health, and social justice.

 Position Description

The Administrative Assistant will support NCDVTMH’s effective and efficient operations. The Administrative Assistant reports to the Associate Director and is a part of core operations.

Core Job Responsibilities

  • General
    • Provides administrative support to ensure efficient operation of organization
    • Supports team by performing tasks related to organization and excellent communication
    • Supports day-to-day remote office needs and provide general office support, including interface with IT provider and ensure staff have necessary and functional equipment to complete remote job duties
    • Provides administrative support, as needed, to ensure smooth organizational operations during planned and unplanned absences (such as supporting the Project Manager with hosting webinars, supporting the Communications Manager with preparing NCDVTMH’s newsletter, etc.)
  • Communication
    • Answers general phone calls, emails, and other correspondence
    • Initiates contact with external parties as needed or requested; provides follow up support to all departments
    • Prepares, delivers, and follows up on correspondence, including internal memos and reminders
  • Meeting Support
    • Schedules and prepares routine internal meetings and maintains meeting minutes
    • Coordinates and prepares in-person staff meetings
    • Schedules and prepares meetings with external partners and provides needed follow up
  • Invoices and Reimbursements
    • Prepares and submits NCDVTMH invoices to other parties
    • Receives invoices from contractors, consultants, and guest faculty, and submits them for payment
    • Processes staff expense reimbursements
  • Digital Files
    • Organizes and maintains digital files and folders
    • Provides formatting and editing of documents and presentation slides (including formatting to enhance accessibility)

Skills, Qualifications, and Requirements:

  • High school diploma or equivalent
  • At least 3 years of administrative assistant experience and/or demonstrated ability to provide administrative support to a national center
  • Excellent organizational, interpersonal, and verbal as well as written communication skills
  • Proficiency with a range of office software including: Microsoft Word, Excel, and PowerPoint; Adobe Acrobat; and Google Workspace
  • Candidate is expected to work effectively with others of diverse race, age, ethnicity, religious belief, sexual orientation, gender expression, gender identity, socioeconomic status, lived experience, and abilities
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