Executive Assistant

TSPN

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Job Summary

Executive Assistant for TSPN Executive Director

Job Responsibilities

General Responsibilities

• Liaison for the TSPN Executive Director for project management, event planning, and meeting
• coordination.
• Coordination of TSPN staff, TSPN Advisory Council, and related committees and meetings
• as needed. This may include scheduling, sending out reminders, coordinating travel
• arrangements and catering, assisting presenters with AV needs, and recording and
• transcription of minutes.
• Assistance in planning and coordinating the annual TSPN statewide conferences and other
• events as scheduled.
• Assistance with creating materials for special events, such as event flyers, sign-in sheets,
• evaluations, agendas, or programs.
• Act as liaison between TSPN and the Governor’s Office to coordinate and maintain accurate
• records of Advisory Council 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, acting as liaison between QPR Institute and TSPN to ensure
• accuracy of QPR Trainer records.
• Coordinate purchases of various TSPN marketing items, securing purchase bids when
• appropriate. Also, assistance with requested shipments or pickups of marketing items, and
• informing Executive Directors when supplies run low.
• Answering incoming phone calls politely and professionally, accurately taking messages;
• occasional referral (but not resolution) of calls from people seeking crisis numbers.
• Occasional preparation of special project reports as needed.
• Assistance with the creation of bids for major purchases and tracking responses and quotes.
• Maintaining the calendar for the TSPN Executive Director, assisting with the scheduling of
• meetings between the Executive Director, staff, volunteers, and other third parties.
• The job description may evolve depending on the candidate selected.

Qualifications

Minimum Qualifications:

• Exceptional writing skills including the ability to maintain records of meetings, track issues,
• and analyze points of view or potential outcomes.
• Bachelor’s degree in an area related to human development (behavioral science, political
• science, etc.) administrative services, media, or marketing. Ideal candidates will have some
• prior experience as an administrative assistant or in a similar job role.
• Intermediate computer skills including Microsoft products, marketing software, and
• development of marketing materials preferred; knowledge and experience working with
• social media; and programs such as Constant Contact and Eventbrite. Familiarity with
• Microsoft Office Suite; advanced Microsoft Excel skills are a plus.
• Experience with project management, demonstrating proactivity and initiative on
• assignments, working effectively with minimal supervision.
• Knowledge of substance abuse and suicide prevention is preferred.
• 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, etc.).
• Ability to treat confidential information with appropriate discretion.
• Ability to complete tasks for two different entities seamlessly and professionally.

Additional Information

Benefits

How to Apply

Email resume to tspn@tspn.org

Details

• Date Posted: July 12, 2024
• Type: Full-Time
• Job Function: Administrative
• Service Area: Health (Physical, Mental)
• Salary Range: $42,500.00 Annual
• Working Hours: 37.5 hrs/wk;