Job description

Summary: (PT 20hrs/wk)

This is an advanced, professional position in the field of office administration. General duties include a full range of high level clerical and administrative support functions in direct support of the organization’s Executive Team.

Knowledge, Skills, and Abilities:

• Exemplary customer service skills including written and verbal communication and demonstrates WORLD CLASS cultural attributes and behaviors in all interactions.
• Excellent telephone and people skills.
• Highly skilled in using the personal computer and contemporary software packages.
• Proficiency in spreadsheet development required.
• Ability to write creatively and without error.
• Proficient in maintaining hard copy and electronic filing systems.
• Ability to communicate effectively with persons from all educations, cultural, social and economic backgrounds.
• Ability to learn quickly and engage in a number of detailed tasks at once.
• Competence in both oral and written English.
• Ability to maintain confidential and sensitive information; ability to understand and follow instructions.
• High level of professionalism and business etiquette.
• Initiative, independence, and compliance.
• Ability to sit, stand, bend, lift and move intermittently during the workday.
• Must have strong flexibility in regard to the duties assigned, and the hours necessary to complete them.

Qualifications/Education Requirements:

Completion of High School diploma and at least 2-5 years of experience or equivalent training and experience to include progressively responsible administrative and coordination of experience working in a corporate/executive office environment directly supporting a senior staff. Superior working knowledge of administrative practices including coordination, planning, and office management. Strong writing and grammar skills highly desired. Requires exceptional organizational skills and accuracy when working with details, and flexibility to adjust to changing priorities and work on multiple projects.

Core Competencies:

• Makes travel arrangements including coordination of flights and accommodations for domestic travel.
• Receives all correspondence for the COO/CFO and replies to mail not requiring the COO/CFO’s attention. Routes non-essential matters requiring action to other senior staff, and follow-up to ensure that actions were taken.
• Coordinates schedule of COO/CFO.
• Keeps COO informed of appointments.
• Keeps abreast of COO/CFO’s immediate and long-term commitments and plans; identifies conflicts, flags problems for their intervention and makes changes as appropriate.
• Submits purchase requests for administrative office activities. Support high level meetings by editing, copying and assembling reports including, but not limited to: Board of Directors, Key Staff, Executive Team, External, and Strategic Planning. Takes meeting minutes as needed.
• Regularly handles confidential and/or sensitive information and is astute as to how these materials should be handled in a variety of mediums (email, hard copy, oral information, etc.)
• Establishes and maintains a solid hard copy and electronic filing system for the Offices of the COO/CFO.
• Prepares memos, letters and articles for Executive team.
• Establishes and responds to changing deadlines and priorities; accepts or declines invitations to meetings and makes arrangements for attendance by senior leaders when
• Secures requested materials from appropriate departments and committees.
• Answers questions and handles routine matters.
• Redirects calls and visitors to appropriate resource, as needed.
• In the absence of the COO/CFO, assumes responsibility for ensuring that requests for action or information, which would normally receive the their attention, are made known to responsible managers or staff personnel who can satisfy the request. Monitors resulting activities for the purpose of briefing the COO/CFO. Decides whether important or emergency matters should be brought to their attention.
• Communicates regularly with staff, and internal and external customers and partners to schedule meetings and secure documents.
• Handles all meeting room logistics for meetings. Secures briefing materials and documents for meetings.
• Create and modify documents in Microsoft Office software including Excel spreadsheets.
• Provides office orientation for new employees if needed.
• Makes travel and hotel arrangements; arranges schedule of visits and transportation; notifies organization and officials to be visited; and submits expense statements.
• Set up accommodation arrangements for company visitors.
• Perform general clerical duties to include, but not limited to: photocopying, faxing; mailing, scanning, emailing, and filing.
• Performs other duties as requested/required.
• Upholds, complies with, and enforces the Core Principles and Code of Conduct.

Job Type: Part-time

Pay: $13.00 per hour

Schedule:

• Day shift

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Office software: 2 years (Preferred)
• corporate/executive office: 2 years (Required)

Work Location: One location

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