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Administrative Assistant

Dallas, TX

Posted: 05/22/2019 Employment Type: Full Time Industry: Office & Administration Job Number: A

SUMMARY

Provide administrative support directly to the Chief Strategy, Impact and Operations Officer (CSOO), Support executive assistant to the President and CEO, as assigned.  Perform all duties as requested while assigning the appropriate priority to tasks and activities; overcoming obstacles; requesting assistance; communicating progress; and meeting established due dates. 

 

To perform the job successfully, competitive applicants should demonstrate the following competencies:

  • Mission-Focused:  Create real social change that leads to improving lives in our community.
  • Relationship-Oriented:  Is able to communicate effectively to develop, grow and sustain productive relationships.  Knows how to capture and record relevant information and how to interpret and utilize the information to forge partnerships, collaborate, cultivate, grow, sustain and strengthen internal and external relationships.
  • Results-Driven:  Dedicated to shared and measurable goals; creating, resourcing, scaling, and leveraging strategies and innovations for broad impact.
  • Stewards:  Our actions, behaviors, and decisions on behalf of our donors must be transparent, meet the highest ethical standards, and align with organizational goals.

 

KEY RESPONSIBILITIES 

  • Manage calendar and scheduling for CSOO, prioritizing key meetings and appointments and managing multiple and often complex meeting requests. Ensure adequate time for transition between meetings, travel and uninterrupted work time.

  • Prepare all meeting and other materials for CSOO, including driving directions and other logistical information. 

  • Assist with preparation for governing board meetings, as requested.

  • Manage the processing of executive office expenses, including initiating and submitting completed check requests for incoming invoices; and completing expense reports for the CSOO, to reconcile corporate credit card charges, provide reimbursement for business charges on personal credit cards, and secure reimbursement for mileage and toll charges

  • Process incoming mail, including identifying items relevant CSOO calendar; ensuring appropriate internal follow-up on event invitations and other action items

  • Assist with support and coordination of outgoing correspondence.

  • Prepare presentations, reports, letters and other documents for CSOO as requested.

  • Order, process and maintain all office, executive office kitchen and equipment-related supplies

  • Perform routine administrative functions such as answering phones and responding appropriately based on urgency and priority; transcribing and maintaining meeting minutes; and making travel arrangements as requested

 

 

 

    

 

  • Exhibits professional and positive conduct when interacting with board members, volunteers, community leaders and the general public, as well as internal staff
  • Displays strong organizational skills and ability to prioritize multiple tasks and assignments, including responding to urgent requests as needed
  • Employs excellent verbal communication skills, including the ability to express oneself concisely and clearly using correct grammar
  • Possesses excellent written communication skills, including the ability to create, proofread, edit and publish in the appropriate format all requested outgoing correspondence from the executive office  
  • Demonstrates high attention to detail
  • Acts in a self-directed manner with little or no supervision
  • Exercises sound judgment and discretion in handling confidential information
  • Able to work at an appropriate pace, while maintaining accuracy
  • Skilled in the Microsoft Office suite of products

 

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