Virtual Administrative Assistant with Strong Attention to Detail, Organization, and Desire to Learn/Grow

Proper Southern Strategies (PSS) seeks a part-time, virtual Administrative Assistant to ensure that the team (President and Executive Administrative Coordinator) has a skilled, accountable, detail-oriented, and proactive resource to support their effectiveness, including calendaring, meeting and event support, special projects, and general organization. This is a contract, part-time position for 10-15 hours per week with strong potential for growth, dependent upon performance.

About Proper Southern Strategies

PSS is a private, woman-owned, women-run consulting firm headquartered in Little Rock,

Arkansas serving clients nationwide. PSS provides an array of services, such as strategic advice, nonprofit support, subject-matter expertise, and customized technical assistance. PSS is

focused on helping clients achieve their vision with specific expertise working in the

philanthropic, nonprofit, and policy arenas.

Position Details

The Administrative Assistant will report to the Executive Administrative Coordinator and, when needed, to the President. This is a strategic and organizational role. The role requires a highly resourceful individual with strong emotional intelligence, self-motivation, discretion, and strong project management, writing, and analytical skills. The position also requires a flexible schedule. The ideal candidate has done contract work before, is responsive and proactive, is extremely detail oriented, can time manage themselves, is looking for part-time remote work, and is looking for a role they can learn/grow in and take on more responsibility over time. PSS is a small, close-knit team and aims to identify a candidate who can be a dedicated member of the team and is looking for a long term professional engagement. The hiring expectation is a commitment of at least two years (after an initial 6 month trial).

Primary Responsibilities

• Preparation for and follow up on PSS facilitated meetings including assisting with meeting planning, materials development, logistical arrangements (meeting space or virtual platform, invitations, collecting RSVPs and orders, reminders, ordering food/beverage service, spearheading document creation and printing orders, and serving as a logistical liaison), meeting documentation and summarizations, etc.- ensuring all details are handled from start to finish in a timely, thoughtful, and professional manner.
• Virtually attend meetings and provide summarized notes in a timely and accurate fashion.
• Assist with research, creation, formatting, editing, proofreading, and distribution of memorandums, emails, presentations, documents, and reports for company clients as needed.
• Manage expense records and assist in creating expense reports for timely submission.
• Provide technical assistance to the PSS team, clients, and meeting/event attendees as needed.
• Assist in personal tasks and special projects as needed.
• Scheduling and coordination assistance of the President’s calendar, balancing external relations efforts (meetings, conferences, etc.) with strategic and management priorities as well as personal commitments.
• This includes scheduling calls, ensuring calendar accuracy and feasibility, rescheduling, forecasting weekly priorities, organizing client timelines and deliverables, reminding clients of scheduled appointments, and assisting with the preparation of relevant resources and background documents.
• Utilize and manage organized filing systems for meeting notes, presentation materials, and other resources in Google Drive, Evernote, and Monday.com.
• Prioritize conflicting needs and deliver tasks efficiently and accurately, often with short deadlines and a large amount of detail requiring extremely close attention.
• This includes performing very detailed proofreading of various materials for design, formatting, and copy edits with little to no margin of error.
• Ask questions and actively seek opportunities to learn more about the work PSS does, including independent research outside of your assigned tasks.
• Over time, anticipate needs and prepare or complete tasks before being asked. Become our “right hand”.
• Maintain positive working relationships with team members, clients, key points of contact, and others.
• Must disclose any potential conflicts of interest with Proper Southern Strategies clients.
• Other duties as assigned by the Executive Administrative Coordinator.

Required Skills & Experience

• Extremely strong attention to detail and experience proofreading materials for grammar, content, and formatting
• Administrative, secretarial, or other relevant experience- preferably in the nonprofit and/or philanthropic fields
• Experience managing multiple projects and/or clients with varying deliverables and deadlines
• Exceptional project and time management skills
• Extremely organized, dedicated, and efficient
• Self-starter: eager to learn and grow, not afraid to ask questions, motivated to jump in and help where needed, take on tasks without being asked
• Enjoy challenges and hungry to learn more about the work and how you can help
• Demonstrated ability to recognize and learn processes surrounding planning and daily tasks/anticipating needs
• Resourceful and able to use all tools available to you with minimal guidance
• Excellent written and spoken English language communications skills
• Superior written and verbal communication skills and demonstrated ability to be flexible and diplomatic with diverse constituent groups
• Experience creating online posts, meeting materials, memorandums, annual reports, and other communications with efficiency and consistency
• Experience creating high-level dashboards/reports including charts and design
• Technologically savvy; proficient and comfortable with Zoom, Evernote, Microsoft applications, Google Suite
• Ability to be flexible and responsive
• Ability to manage sensitive information with discretion
• Remote work experience

Preferred Skills & Experience

• Experience in the family economic security, philanthropic, and/or nonprofit fields strongly preferred
• 5+ years of administrative assistant experience
• Experience with project management software
• Bachelor's Degree

Job Type & Location

Part-time, Contract, initially for 6 months with strong potential for extension and annual renewal based on performance. Potential for more hours based on performance.

Virtual, preferably Arkansas or Little Rock based but not required. Must be based in the United States, Central Standard time zone preferred.

Compensation

This part-time position will be contractor paid at an hourly rate. Ideally looking for an average of 10-15 hours per week with strong potential for growth, based on performance. $20.00-25.00/hour depending on skills and experience.

How to Apply

Interested candidates should submit their resume, a statement of interest, and writing samples to Sarah Ridgeway, sarah@propersouthernstrategies.com. Please reference the position title in the subject line of the email. Candidates will be reviewed on a rolling basis until the position is filled.

Interested candidates should submit their resume, a statement of interest, and writing samples to Sarah Ridgeway, sarah@propersouthernstrategies.com. Please reference the position title in the subject line of the email. Candidates will be reviewed on a rolling basis until the position is filled.