Administrative Assistant at Early Learning Coalition of Hillsborough County

, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

14 Jul, 26

Salary

66029.0

Posted On

15 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Event Planning, Document Management, Invoice Processing, Travel Planning, Expense Reporting, Meeting Minutes, Board Support, Public Records Requests, Microsoft Office, Customer Service, Time Management, Project Management, Confidentiality, Communication

Industry

Civic and Social Organizations

Description

Description The Administrative Assistant position supports the strategic communication and outreach of the Impact and Community Outreach team. The incumbent additionally supports the Executive Administrative Assistant (Office of the CEO) with highly diverse and complex administrative functions. This position reports directly to the Director, Impact and Community Outreach. Requirements ESSENTIAL DUTIES AND RESPONSIBILITIES Manage, Director, Impact and Community Outreach administrative activities related to strategic efforts to expand community outreach and partner collaboration Responsible for management of Director’s calendar including but not limited to, organizing schedules and meetings, event planning, file and document management, invoice processing, travel planning, and expense report processing Assist in evaluating and prioritizing competing Director demands to optimize impact on the Coalition and the community Manage systems for tracking and measuring organizational impact, creating reports to demonstrate effectiveness Research best practices related to departmental programs and provide strategic recommendations Assist with all special assignments, research, and report preparation Assist Executive Administrative Assistant (EAA) with reading and routing email correspondence ensuring confidentiality Assist EAA with scheduling, document preparation and administrative tasks associated with all Board/Committees and other Board meetings including the preparation of all Board & agendas and materials necessary; taking meeting minutes, distributing, and publishing as appropriate, while safeguarding the confidential nature of the discussions and information shared in the meetings; and filing any necessary information with the corresponding entities Develop proficiency in BoardEffect (board portal software); maintain current records and provide training and technical assistance to board members Works to promote inter-departmental collaboration within the Coalition to facilitate CEO influence and decision making Co-manage distribution of all incoming USPS mail Co-manage Integrity Conference Room calendar and scheduling Work on special projects as assigned Assists internal Coalition stakeholders with fulfilling Public Records requests Perform other duties as assigned SUPERVISOR RESPONSIBILITIES None QUALIFICATIONS High school diploma or equivalent; Associate’s degree preferred. Ability to exemplify our Core Values. Minimum 3 years’ experience in an administrative role; senior executive support preferred Prior experience working in a nonprofit work environment Knowledge of Roberts Rules of Order and Sunshine Law required Experience with electronic Board of Director management software, such as BoardBook, Diligent or BoardEffect preferred Proven ability to maintain a high level of confidentiality and discretion Highly professional, detail-oriented individual with polished communication and interpersonal skills Knowledge of Best-in-Class Customer Service Skills Ability to effectively communicate with diverse populations Ability to navigate challenging situations and provide solutions Excellent time and project management skills with a proven ability to meet deadlines Ability to work collaboratively with all team members Technically savvy and proficient in Microsoft Office (Word, Excel, and PowerPoint) and Outlook This position requires successful completion of the level 2 background screening standards as set forth in s. 435.04, F.S. Valid Florida driver’s license and the ability to drive a passenger vehicle Physical Activity/ Work Conditions Work Environment: This job operates in a general office setting. This role routinely uses standard office equipment such as computers, phones, copiers/fax machines. While performing the duties of this job, the employee frequently interacts with staff, vendors, and the public in person and via telephone and email. Flexibility to work outside normal working hours is required due to the nature of the role. Physical Demands: While performing the duties of this job, the employee will be required to sit for prolonged periods, at a desk, utilizing a computer, reviewing online, and paper documents. The employee will also be required to lift and move up to 25 pounds and occasionally lift and move up to 50 pounds. Non-Traditional Hours: This job requires some periodic travel and performance of duties outside of normal business hours (e.g., Community Listening Sessions, Board Meetings etc.)

Responsibilities

The Administrative Assistant supports the Impact and Community Outreach team and the Office of the CEO with complex administrative functions. Responsibilities include managing calendars, organizing meetings, preparing board materials, and facilitating inter-departmental collaboration.