| Description |
This Administrative Associate is integral to the operations of the DC Office. This position serves as the main contact for all external and internal parties and serves internal customers while enhancing the organization's image. The incumbent will report to the Staff Accountant and provide general administrative duties for the VP Finance and Administration.
Responsibilities
Front Office Operations
- Professionally manage the reception to ensure effective telephone and mail communications both internally and externally enhancing employer brand.
- Ensure all visitors are well received and attended to as well as ensuring the front office is kept in a professional manner.
- Ensure all central areas of the office are well kept, including the kitchen, supply room, reception area, etc.
- Supervise the maintenance of the office equipment, including copier, fax, postage machine, etc.
- Maintain inventory of equipment and fixtures in the Asset Management System.
- Serve as the point of contact for all office building needs and requests, ensuring timely service.
- Facilitate courier services for out-going mail/parcels and ensure efficient tracking.
- Work with the DC staff to arrange and coordinate the use of the meeting rooms, organizing all aspects of the meeting, including provisions of catering services as requested.
- Serve as point person for organizing all large mailings. This may include newsletters, mass mailings to donors, etc.
- Maintain all purchasing of office supplies, stationery, kitchen supplies, etc. ensuring all are well stocked in a timely manner.
- Open, distribute mail, and update donor contact information in the Raiser’s Edge donor database
- Maintain and update vendor contact list for DC staff.
Administration
- Support the Finance and Administration team with general projects to ensure timely completion of work for audits, time sensitive projects, etc. This includes supporting VP Finance and Administration with general office support.
- Support VP Finance and Administration with projects for the team. This includes researching registrations into other countries, completing forms, follow up, etc.
- Support VP Finance and Administration with recording, compiling and transcribing minutes for committee and board meetings.
- Assist with planning of office functions such as Board meetings, staff meetings etc.
- Perform other relevant administrative duties as assigned by supervisor.
Qualifications
- Bachelor’s degree in Business Administration or related field
- At least 3 years relevant working experience, experience in a donor funded nonprofit organization a plus
- Outstanding interpersonal and communication skills
- Excellent time management skills and ability to multi-task and prioritize work with minimum supervision.
- Proficiency in MS Office
- Problem-solving ability/orientation
- Good judgment in directing and screening callers as well as written callers
- Strong organizational skills
- A self-starter with keen eye to detail
- Knowledge of office management systems and procedures.
- Must be flexible, culturally sensitive, and exude a “team” attitude. Must have excellent interpersonal skills with the ability to interact professionally with staff, partners and donors.
|
