Part Time Administrative Support

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This role has responsibility for providing well-organized and timely support to the CEO primarily in the areas of scheduling, communications, and administration. The Administrative Assistant may act on behalf of the company and the CEO and must be able to do so with the greatest professionalism and integrity while also exercising extreme confidentiality.

Duties include:

• Maintaining regular and timely communication with the CEO to deliver messages and important information, provide project updates, and advise of time-sensitive priorities and ensure appropriate follow-up; prioritizing the most sensitive matters

• Scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements

• Monitoring email and responding as necessary

• Maintaining email and other address directories including donor/sponsor databases

• Writing and editing e-mails, drafting memos, and preparing communications

• Providing excellent customer service through timely and polite responses to inquiries via email, the website and social media

• Organizing and preparing for virtual and in-person meetings and events, including preparing documents, sending invitations and agendas, taking minutes, and attending to meeting logistics such as reserving space and catering when necessary

• Following-up on action items and deadlines

• Exercising discretion; maintaining confidential and sensitive information

• Completing a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material

• Assisting with budget management and perform minor accounting duties 

• Assisting with marketing/social media

• Maintaining company calendar of events including IRS filing deadlines

• Maintaining asset and supply inventory and records

• Researching and sourcing vendors/suppliers

• Ordering office supplies, as necessary

• Reconciling account statements

• Attending weekly CEO status meetings and staff meetings

Must Have Skills

• Prior administrative support experience

• Ability to communicate professionally and effectively - both verbally and in writing

• Highly proficient with MS Office (Outlook, Word, Powerpoint & Excel) and aptitude to learn new software

• Exceptional writing, editing, and proofreading skills

• High emotional intelligence and interpersonal skills

• Strong organizational and time management skills

• Excellent critical thinking and problem solving skills

• Ability to make sound decisions even in ambiguous situations

• Discretion and confidentiality

• Own a laptop and have internet access

Nice to Have Skills

• A strong grasp of current marketing tools including graphics software and social media management platforms

• Experience with marketing software (eg, Mailchimp, Constant Contact) and applications (eg, Web analytics,Google Adwords etc.)

• Understanding of social media KPIs, web traffic metrics and SEO

• Familiarity with publishing and web design