The Administrative Coordinator will provide full and diversified project and office administrative support, proactively creating systems to efficiently manage the Recovery Program's physical space as well as the Managing Director's workload. This self-starter will use his or her experience and interpersonal skills to collaborate and negotiate with all levels of the organization on behalf of the department as well as interface with external actors critical to mission success of the Recovery Program.
Areas of Responsibility:
- Provide general administrative and technical support: Manage technology, scheduling, and good use of Recovery Program's physical space. In a courteous and timely manner, assess and categorize level of importance of incoming phone calls, emails and mail to determine which of those should be escalated to the Managing Director or other parties. Respond to phone calls, emails and mail and research additional information as needed. Assist with local logistics of visiting HFHI staff members. Assist with travel / transportation arrangements of Managing Director, compile reports & related data collection. Provide administrative and technical support to others as appropriate and possible; (25%)
- Plan meetings for Managing Director and Recovery Program: Organize meeting logistics and travel. Coordinate agenda and take minutes for some meetings and conference calls as indicated. Assist with meeting coordination as needed; (25%).
- Proactively assist with projects and special assignments as needed; create systems to effectively manage workflow including assistance with writing letters and public remarks, editing business documents and resources. Be flexible to take on last minute projects as needed; (30%).
- Create systems to manage deadlines and feedback.
- Collaborate with internal and external customers: Positively represent the Managing Director and the Recovery Program when communicating with all levels of the organization, and with eternal audiences. Garner trust and respect for Recovery Program in order to accomplish goals through superior customer service. (20%).
Skills/Experience:
- Deep knowledge of Puerto Rico
- Bilingual Spanish/English
- Driver’s License required
- Proficient with Microsoft Office Word, Excel, Outlook and PowerPoint
- Candidates must have outstanding people skills and high emotional intelligence in order to proactively anticipate Managing Director's needs, and interact with all levels of the organization and external customers
- This proactive self-starter must be flexible, collaborative, and able to multi task in a fast paced environment
- Must have strong organizational skills and extremely high attention to detail
- Must maintain confidentiality of sensitive issues, and be a problem solver
- Needs excellent written and verbal communications skills
- Must be able and willing to work some evenings/weekends and travel within Puerto Rico as needed
Preferred
- Knowledge of Low-Income Housing Sector in Puerto Rico
- Experience in community organization
Beneficial but not required
- Experience with office management, office material requisition
- Experience interacting with Government Agencies in Puerto Rico
Job Function:
Organization Info
Listing Stats
Post Date:
Oct 23 2018
Active Until:
Nov 23 2018
Hiring Organization:
Habitat for Humanity International
industry:
Nonprofit