Job openings/Assistant to the Office of the CFOO & CHRO
YOU ARE ...
... highly organized, dependable and enjoy getting things done while helping others. You learn quickly, consider yourself computer savvy and would thrive in a creative, transparent and collaborative environment.JOB TITLE
Assistant to the Office of the Chief Financial and Operating Officer & Chief Human Resources Officer
REPORTS TO
Head of Office Administration
JOB SUMMARY
The philosophy of the administrative team is to provide internal "customer-service" support to enable staff to focus on mission-work with fewer administrative distractions. The primary role of the Assistant to the Office of the CFOO & CHRO will be to support the departments of the CFOO & CHRO in regards to all of their administrative needs. Typical tasks would include calendar management, complex travel/meeting coordination, drafting correspondence, departmental administrative oversight, and on-going proactive support to Chief Level Executives.
RESPONSIBILITIES
- Maintain department calendars and schedules; coordinate meeting times and dates for Chief Level executives; confirm meetings 1-2 days prior to scheduled time; reschedule meetings as necessary due to conflicts.
- Meet and greet department's visitors in a gracious, courteous and professional manner.
- Make arrangements for conferences, travel and meetings.
- Prepare comprehensive itineraries.
- Draft routine correspondence and other documents. Proofread and format correspondence.
- Provide general clerical support for the departments' including filing, archiving and organizing.
- Responsible for obtaining documentation, signatures and approvals for all purchase acquisitions & travel authorizations on behalf of the departments and completing associated paperwork.
- Purchase supplies, lunches, travel arrangements, etc. as necessary based on the departmental needs.
- Prepare expense reports.
- Possibility for light personal errands.
- Other duties as required.
REQUIRED QUALIFICATIONS
- 4-7 years of office administrative assistance or executive assistant experience.
- Exceptional verbal and written communication skills and interpersonal skills are a must.
- Demonstrated ability to operate independently and meet deadlines on time with limited supervision.
- Ability to work in an open, transparent and collaborative environment.
- Exceptional project and time management skills and a proven capacity for a high level of attention to detail.
- Ability to adapt quickly and easily to changing requirements in a fast-paced, tech based non-profit organization.
- Working knowledge of the wiki environment is a plus.
- Excellent organizational and calendar management skills.
- Extremely proficient with all aspects of word processing and spreadsheet programs such as OpenOffice or Microsoft Word/Excel.
ADDITIONAL INFORMATION We are currently hiring for multiple administrative positions for the departments of the CFOO & CHRO, CCO & CGPO, CTO, ED/DD and a general Office Assistant. If you have a preference for a specific department please indicate that in your cover letter, otherwise as many of the skill-sets required are the same, we may consider you for one of more departments based on your experience.