SENIOR ADMINISTRATIVE ASSOCIATE

Position Summary

The Senior Administrative Associate will report to the Senior Operations Manager. As a critical member of the Administration Team, the Senior Administrative Associate will provide administrative and clerical support on a variety of organization-wide projects and initiatives, as needed.

The Senior Administrative Associate will be entrusted with complex tasks and projects that require a high level of critical thinking, problem-solving, and decision-making skills. The Senior Administrative Associate is responsible for providing organizational and operational support in the design, planning and execution of external and internal meetings, conferences, workshops, fundraisers, and other special events.

The successful candidate will be comfortable working in a fast-paced and changing landscape of priorities and responsibilities as they will be working with a number of our programmatic and centralized teams. Ability to work independently with minimal supervision on a variety of teams. Ability to take initiative and follow tasks through to completion.

Excellent project management, administrative and clerical skills, including a strong attention to detail, the ability to multi-task, prioritize and meet deadlines are required.

The successful candidate will also possess a proactive work style that anticipates the needs of one’s supervisors and colleagues and will be expected to learn technical and specialized rules, regulations, policies, procedures, and activities related to the assigned duties. The work entails dealing professionally with confidential information and requires a high degree of customer focus.

• Responsibilities*

include, but are not limited to

• Administrative support for the CFO, schedule internal and external meetings, including preparing all necessary information and materials required for meetings, taking messages, participating in, and taking notes during conference calls and meetings, and drafting and reviewing correspondence. Ensure that preparations for meetings are made in a timely and professional manner.
• Provide LT members with admin support by scheduling internal and external meetings, which requires a heavy volume of written communication via email, text, and slack messaging with internal staff and external partners.
• Post open positions on job sites, transfer applications/resumes to hiring managers. 2
• Provide event planning support to staff, including the coordination of timelines and logistics, ordering food and supplies, securing locations, tracking budgets and expenses, communicating with vendors, and providing day-of event support (set-up, registration, note-taking, breakdown and related activities).
• As appropriate, track event RSVPs and/or ticket/sponsorship sales

.

• Assist staff with the preparation of collateral materials and mass mailings, including fundraising invitations, meeting packets and signage.
• Finance support: File documents and process check requests via Adobe. Prepare correspondence for government entities.
• Utilize organization-wide applications and e-tools to support projects or team assignments.
• Assist in the planning and convening of Board of Director meetings, including preparing and mailing board packets, coordinating travel for Board members and organizing various meeting related events, and taking notes/minutes at the meeting.
• Submit monthly credit card expense reports to the Finance team.
• In coordination with the Senior Operations Manager assist in the development of forms, procedures, and manuals for the Administration, HR and/or Finance Departments.
• In collaboration with team leads support trainings related to a variety of HR, Admin, and IT matters.
• Order supplies, furniture, and/or equipment in accordance with organizational guidelines.
• Provide basic IT support including computer, email, voice/data communications and LAN setup for new staff or for office relocations, as required. Set up conference room equipment for large meetings or special gatherings or events.
• Process conference room rental agreements and provide Zoom Room and equipment demos.
• Manage conference rooms to ensure they are clean and well-stocked with supplies, and administer equipment checks.