Reporting to the Executive Office Manager, performs a variety of standard and frequently complex administrative duties, accounting tasks and special projects to ensure the smooth functioning of the Executive Office using administrative skills, organizational skills, and a detailed knowledge of the organization and its programs and policies.
Areas of Responsibility:
- Communication - Answers and routes phone calls, greets visitors, and handles a variety of internal and external requests, makes appointments for supervisor(s) and staff. Answers complex inquiries requiring detailed knowledge of departmental procedures.
- General office duties - Makes travel arrangements (domestic and international); handles administrative aspect of new employee set-up; orders office supplies, coordinates mailings, production and distribution of documents, reports and other materials. Performs miscellaneous office tasks.
- Document review and preparation - Regularly composes correspondence for self and others. Processes external correspondences, sometimes in high-volumes using mail-merge, and ensures they are correct and accurate.
- Coordinate meetings/conferences/ special events - Arranges meetings including attendee coordination, space and equipment rental, AV needs, catering, and material preparation.
- Financial support - Reviews and processes payments for credit card transactions and invoices, inputs proper coding into financial system, prepares check and/or wire requests, handles re-classes and serves as the liaison with accounting to track payments. Monitors expense reports against budget, seeking explanations for significant variations. Organizes materials for quarterly expense reviews. Assists supervisor with developing preliminary data and background information for budget preparation process.
- Recordkeeping - Collects information and maintains logs, records and lists on a regular or ad-hoc basis using Microsoft Word, Excel, or specialized databases such as SharePoint and customer relationship management (CRM) software. Reviews, validates and inputs data collected or provided by others. Identifies any problems with the data and coordinates with others to resolve problems as needed.
- Performs other duties as assigned.
Educational Background:
A high school diploma or equivalent. Five years of demonstrated and progressively responsible experience in an administrative assistant or secretarial position.
Skills/Experience:
- Demonstrated ability to use Word, PowerPoint, Excel and specialized databases to create documents, reports and logs.
- Detail-oriented organizational and analytical skills needed to proof and edit documents; effective writing ability necessary to prepare correspondence.
- Interpersonal skills requiring courtesy, tact and diplomacy necessary to effectively communicate with staff, callers and visitors.
- Ability to take initiative, prioritize, complete work with minimal supervision and meet deadlines.
- A self-starter and ability to juggle competing priorities and work independently in a high-paced environment.
Job Function:
Organization Info
Listing Stats
Post Date:
Jun 4 2019
Active Until:
Jul 4 2019
Hiring Organization:
World Wildlife Fund
industry:
Nonprofit