Program Assistant Job Description

A program assistant provides clerical and planning support to a department or series of departments within a larger organization. The job description of a program assistant requires the ability to multitask, a familiarity with basic office procedures, and strong interpersonal skills.

Position Description

A program assistant performs basic administrative duties such as answering phones and emails, filing, and managing schedules, while also assisting in budget oversight and event planning.

Essential Duties and Responsibilities of a Program Assistant

Answers phones and responds to emails.
Schedules appointments and meetings for staff.
Maintains office calendars and sends out reminders of impending appointments.
Makes copies.
Types up reports and letters as requested.
Compiles and sends bulk mailings.
Files documents.
Proofreads documents.
Welcomes visitors.
Runs miscellaneous errands for staff.
Maintains physical and computerized office records.
Keeps main office neat and organized.
Attends staff meetings and takes minutes.
Assists in overseeing the budget for routine or special events.
Assists in planning and overseeing special events.
Drops off bank deposits.
Assists in preparing financial reports.
Creates flyers, newsletters, and brochures.
Creates Power Points and other presentations for staff.
Makes reservations for off-site business meetings.
Reserves conference rooms and equipment for in-office meetings and presentations.
Acts as liaison between different departments.
Inventories supplies and reorders as necessary.
Distributes interoffice mail to staff.

Required Knowledge, Skills and Abilities
Demonstrates excellent interpersonal skills.
Exhibits ability to multitask on a regular basis.
Pays close attention to detail.
Is proficient in the use of Microsoft programs such as Word, Excel, and Power Point.
Demonstrates familiarity with basic office equipment such as fax machines and intercom systems.
Exhibits friendly and professional demeanor.
Works well with a range of different individuals.
Possesses excellent phone etiquette.
Demonstrates knowledge of proper compositional practices to aid in writing and proofreading.
Is capable of multitasking efficiently on a regular basis.
Exhibits strong organizational skills.
Communicates clearly, politely, and effectively.
Demonstrates ability to think creatively to assist in special event planning and marketing.
Is capable of leaving the office to run errands throughout the day.
Demonstrates excellent time-management skills.

Education and Experience
High school diploma or GED is required.
An Associate’s Degree in Business or a related field is preferred.
Company sponsored orientation and training required prior to start date.

Work Environment
The majority of time will be spent in a temperature-controlled office setting.
The standard 40-hour workweek with a 9-5 shift applies.
Some overtime may be required during the planning and execution of special events.
Some light local travel to run errands may also be required.
Moderate physical activity such as walking, standing, and light lifting is involved in many daily activities.

The average salary for a program assistant is between $36,000 and $45,000 per year.
Those with advanced degrees and pervious work experience can receive up to $50,000 per year.

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