Provides advanced, diverse, confidential, and specific executive level administrative support to the SVP of Information Technology of the American Cancer Society, Inc. Coordinates activities and develops strong working relationships within IT and among other departments, team leads, divisions, volunteers, and board members to ensure the office runs efficiently. Serves as a liaison with others inside and outside the organization on administrative matters. Responsibilities include but are not limited to records management, travel arrangements, T&E management, meeting management, general document preparation, calendar management, general correspondence, reporting, and special projects. Manages IT employee engagement events and activities including IT events in support of the ACS mission.
Areas of Responsibility:
- Maintains office records by scanning, filing, and managing electronic and hard copy files, adhering to Records Management policies and procedures.
- Provides travel management support for the SVP of IT through Concur (including serving as “travel arranger” for internal and external constituents – a.k.a. “Guest Traveler”) workings with Corporate Center Travel when required. Research optimal travel options, prepares travel documents, itineraries, and driving directions for ground travel. Resolves travel and expense issues, and champions nationwide meeting and travel policies and procedures.
- Provides T&E management by validating and submitting T&E expenses.
- Manages and approves expense reporting for the Executive’s direct reports.
- Onboards new IT staff and ensures the workspace and equipment is secured.
- Provides the administration support for recruiting, hiring, and separating IT staff.
- Represents IT and champions technology and tools. Subject matter expert on technical tools with the Atlanta administrative staff.
- Ensures department e-time submissions are completed, reviewed and approved by the deadline ensuring adherence to eTime policy and procedures. Liaisons with Corporate Center Payroll team as needed to resolve any issues.
- Oversees mail management, thank you messages, follow up letters and other correspondence in a prompt and efficient manner.
- Oversees email management by monitoring leadership email and responds, follows-up, or delegates as directed or appropriate.
- Coordinates internal and external related meetings by ensuring all resources are prepared for meetings (venue/room, AV, presenters, materials, catering, WebEx, conference call, etc.). Captures and distributes meeting minutes. Serves as point of contact pre-meeting and onsite the day of meeting. Works with Corporate Center Travel department as needed.
- Manages long and short term calendars for SVP scheduling meetings, conferences, & teleconferences and coordinating schedules with meeting participants with the ability to represent the Executive to a wide variety of high profile external contacts.
- Prepares the SVP for meetings and speaking engagements, conducts general research as needed, maintains and provides executive bio/headshot, profile and CV. Prepares content and develops documents for use by executive at various engagements, Board meetings and other internal/external meetings. Acts as liaison for leadership with other ACS departments, including Executive Leadership and external constituents.
- Oversees special projects as assigned and participates on project teams as needed. Manages special departmental events such as holiday gatherings, ACS event teams, birthday celebrations, new staff welcome.
- Ensures the C-Suite, General Counsel, Deputies & Corporate Center EVP’s C-Suite, General Counsel, Deputies or Corporate Center EVP’s receives standard reports. Pulls and reviews reports as needed and follows up on data quality or content concerns; compiles and summarizes data to meet specific needs. Manages department specific data (i.e., PTO tracking, contact, etc.).
- Coordinates office supply management with other staff AA’s. Monitor and maintain inventory and replenish as needed through SocietyMart. Maintain accurate receipt of orders and billing.
- Coordinate the receipt and distribution of letters, bulk packages, and correspondence.
- Provide Talent Strategy support assisting the onboarding of new employees, set-up of new equipment and collection of assets when employee leaves. Provide orientation tour as Welcome Ambassador.
- Provide general office operations support in partnership with Facilities. Manage storage closet and cabinet space and furniture. Process ePRF’s for office related expenses and invoices. POC for meetings and trainings being held at that office location (beverages, food, preparing room, and gathering supplies.
- Maintains office e-mail groupings and office information including the office profile in the Cancer Resource Connection.
- Actively demonstrates and cascades the enterprise-wide mindsets: integrity, collaboration and stewardship.
- Responsible for effectively and efficiently completing activities and meeting target deadlines in order to execute successful events.
- Leads IT staff in goal related fundraising events supporting ACS.
Educational Background:
Bachelor’s degree or a combination of education and work experience.
Skills/Experience:
- 5+ years progressive experience supporting an executive, non-profit experience preferred.Demonstrates Professional Support Services Competencies.
- Communicates effectively - Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
- Customer focus - Builds strong customer relationships and delivering customer-centric solutions.
- Ensures accountability - Holds self and others accountable to meet commitments.
- Instills trust - Gains the confidence and trust of others through honesty, integrity, and authenticity.
- Interpersonal savvy - Relates openly and comfortably with diverse groups of people.
- Organizational savvy - Maneuvers comfortably through complex policy, process, and people-related organizational dynamics.
- Resourcefulness - Secures and deploys resources effectively and efficiently.
- Situational adaptability - Adapts approach and demeanor in real time to match the shifting demands of different situations.
Other Skills:
- Excellent written and verbal communication, presentation, and interpersonal skills.
- Excellent computer skills; strong word processing, database management and spreadsheet skills.
- Knowledge of organizational structure and the transformation initiative.
- Ability to make administrative decisions and judgments on sensitive, confidential issues.
- Ability to respond to changing circumstances and priorities in a focused and timely manner.
- Ability to interpret, adapt and apply guidelines and procedures.
- Able to work successfully in a diverse team environment.
- Able to cultivate relationships in a diverse population of community leaders and volunteers.
- Demonstrated ability in handling multiple priorities, project management, and meeting coordination.
- Limited travel, including evening and weekend work required.
- Ability to lift 30lbs.
Compensation/Benefits:
We are committed to providing staff with fulfilling opportunities to learn, grow and make an impact in their local communities. We offer staff a generous paid time off policy; medical, dental and retirement benefits, and professional development programs to enhance staff skills.
Additional Information:
We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.
Job Function:
Organization Info
Listing Stats
Post Date:
Aug 19 2017
Active Until:
Sep 19 2017
Hiring Organization:
American Cancer Society
industry:
Nonprofit