Administrative Assistant

Founded in 2008, ProsperityME is a growing 501(c)(3) non-profit based in Portland, Maine. ProsperityME empowers, through education and counseling, members of refugee and immigrant communities to invest in themselves to build financial stability, careers, businesses and wealth. ProsperityME offers financial education services including financial literacy courses, one-on-one financial counseling and coaching. We also provide support for higher education, security deposit assistance for housing, small business counseling, and workforce development through partnerships with local businesses. ProsperityME’s services are open to all refugees, immigrants, asylees, and other individuals with low-income in Greater Portland and Lewiston/Auburn, Maine.

GENERAL MANAGEMENT AND ADMINISTRATION:

  • Communicate organizational goals and operational plans to all levels of the organization.

  • Work with the ED on strategic planning, coordination, financial management and administrative operations of the organization’s programs and projects.

  • Oversee and supervise the senior management team and human resources personnel.

  • Oversee contract negotiations and ensure accurate record keeping.

  • Oversee and procure all insurance policies and associated reporting.

  • Initiate and oversee risk management and legal policies, letters of agreement, contracts, leases, etc., to ensure compliance.

  • Supervise staff that manage/coordinate IT, operations, and administration.

  • Direct office business operations, including monitoring and approval of vendor contracts, invoicing, purchasing, payments, checks, online or other receipts.

  • Enhance and enforce all business operations policies and procedures, security, and safety procedures.

  • Manage the organization in the absence of the Executive Director.

 

Duties & Responsibilities:

  • Greet visitors, answers inquiries, and create a welcoming environment.

  • Schedule appointments and meetings as needed.

  • Answer and direct phone calls and take messages in a polite and friendly manner.

  • Keep detailed and accurate records of visitor requests and of calls received.

  • Receive deliveries; sort and distribute incoming mail.

  • Advocate on behalf of ProsperityME’s programs and services.

  • Other Duties as assigned by the Director of Administration.

 

Education and Experience:

  • High school diploma or general education degree (GED) required. Associate degree in Business Administration preferred.

  • 2-3 years of clerical, secretarial, or office experience

  • Proficient computer skills, including Microsoft Office

  • Strong phone skills and written communication skills

  • Comfortable with routinely shifting demands

  • High degree of attention to detail

  • Data entry experience

  • Working knowledge of general office equipment

  • Experience working with minorities, immigrant and refugee communities preferred.

  • Must be proficient in English and either Arabic, Portuguese, Somali or French.

  • Comfortable multi-tasking and prioritizing tasks without guidance

 

Salary & Benefits:  We offer a competitive salary and an outstanding benefits package including medical/dental, 401(k), short, long-term disability and life insurance and generous PTO.

Application Procedure:  Interested persons should submit a letter of interest or cover letter, resume, and references to ProsperityME, P.O. Box 8013, Portland, ME  04104 or via email to Byron Bartlett, Director of Administration, at bbartlett@prosperityme.org. No phone calls please. The position will remain open until filled.