Administrative Assistant (temp to hire)

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Job description

This position has a sizable administrative component, making strong organizational skills and attention to detail essential, you will have an ability to focus on details while prioritizing and completing multiple tasks in a skillful and timely manner.

Key Responsibilities and Duties

• Work collaboratively with Chief Program Officer and Head of Program Development to support the work of the SMT and the leadership team
• Effectively manage, prioritize, and improve the CPO workflow, including monitoring deliverables and deadlines
• Manage a busy calendar, schedule and prioritize appointments, and support travel arrangements for international and domestic travel;
• Monitor and improve systems on a proactive basis to enable the team to work more efficiently
• Organize all meetings and materials for the CPO and the International Programs Team
• Take minutes at meetings and prepare and distribute next steps for follow up
• Diligently perform necessary administrative functions, including efficient organization and maintenance of paper and electronic files.
• Assist in recruiting, hiring and managing the departments interns
• Organize special events (i.e. all staff meetings, senior team retreats etc.)
• Execute special projects as needed
• Support the Programs Team SharePoint site with frequent updates.

Safeguarding

• Uphold and promote the organization commitment to ensuring the safeguarding and safety of the vulnerable communities we serve.
• Consistent with safeguarding and protection policies, ensure your job-related activity and practice is compliant with safeguarding standards.

Experience and skills required for the role.

• Demonstrated ability to achieve results in a demanding and fast paced environment
• Exceptionally well organized, detail-oriented and able to manage multiple complex tasks
• Skilled in working flexibly, under tight deadlines and with shifting priorities, and willing to work late evenings/ weekend hours when needed
• Effective and calm in moments that require swift pivots, exceptional interpersonal skills
• Highly professional, able to handle sensitive and confidential information effectively
• Proven track record of experience providing administrative or other kind of support in a dynamic, high-energy environment
• Experience in communications, non-profit sector, operations and finance support an advantage
• Excellent writing and proofreading skills
• Track record of demonstrating sound judgment by making appropriate decisions and knowing when to take initiative
• Substantial knowledge of Microsoft Office applications, particularly Excel, Salesforce and SharePoint
• BA/BS or equivalent degree/experience

Job Types: Full-time, Contract

Pay: $25.00 - $30.00 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• Night shift
• Weekend availability

Education:

• Bachelor's (Preferred)

Experience:

• Customer service: 3 years (Preferred)
• administrative support: 3 years (Preferred)
• nonprofit: 3 years (Preferred)
• Salesforce: 3 years (Preferred)
• SharePoint: 3 years (Preferred)
• Microsoft Office: 5 years (Preferred)
• scheduling: 3 years (Preferred)
• calendaring: 3 years (Preferred)
• Travel planning: 3 years (Preferred)
• Recruiting: 1 year (Preferred)
• Event planning: 1 year (Preferred)

Work Location: One location