Administrative Assistant

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Job description

About the Organization & Opportunity:

• Our client is a nonprofit membership association with over 1 million members
• Highly established organization that was founded in the 1950's
• Diverse staff that impacts conservation in 79 countries and territories across six continents
• Employees praise the organization for its work-life balance culture

Administrative Assistant

Responsibilities:

• Administrative Assistant will project management and admin support for the project management team.
• Administrative Assistant will set up and scheduling meetings for all workstreams
  • Estimated at least 12- 15 virtual meetings daily (via Teams or Zoom for anywhere from 10 to 50 attendees)
  • Reverifying the right people are in those meetings
  • Reminding person responsible for posting agendas if still need to post and reconciling that things are posted properly
• Administrative Assistant role may join some of the meetings but not most as there's multiple happening at same time
• Administrative Assistant will be auditing to make sure that the right people are following the right procedures to get the project completed
• Administrative Assistant will ensure meeting recordings and transcripts are saved in the appropriate locations (will be saved in Box web services filing system folder)
• Administrative Assistant will consolidate status updates
• Administrative Assistant will work in Microsoft Word and PowerPoint documents. Will also use Smartsheet as project management tool - so some documents from Smartsheet, exporting to an Excel or PDF.
• Administrative Assistant will update tracking dashboards/ due dates for schedule - going into Smartsheet, running milestone reports, and checking back to make sure the milestone was met.
• Ad hoc tasks and administrative projects, as requested

Requirements:

• Degree is a plus but NOT required
• Must have strong administrative experience (1-3+ years)
• Previous nonprofit experience is a plus but NOT required
• MS Office Suite experience including Word, Outlook, Teams, PowerPoint (might be editing presentations, but mostly making sure the documents are filed in the right place), Excel (formulas, filters)
• Our client will train on Smartsheet

Personality Fit:

• Smart
• Quick learner
• Excellent written and verbal communication skills
• Not afraid to ask questions or ask for help
• Strong follow-up skills (will be obtaining status updatese frequently)
• Able to quickly escalate any issues that may arise
• Self-motivated and takes initiative
• Detail oriented, fast, and high accuracy
• Resourceful, intuitive - ability to think outside of the box
• Proactive
• Organized

Qualified candidates please submit your resume for immediate consideration for this exciting job opportunity!

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