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.

Salary

  • 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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