Administrative Associate

Job Type

Full Time

Salary

Details: Salary commensurate with experience.

Published

08/29/2018

Start Date

10/15/2018

Application Deadline

09/24/2018

Address

1500 San Remo Avenue
Coral Gables
Coral Gables
FL
33146
United States

Description


Who We Are: 


The Funders' Network for Smart Growth and Livable Communities (TFN), has a network of more than 170 member foundations across the United States and Canada. TFN works in support of efforts to create communities that are sustainable, prosperous, resilient — and above all, equitable and inclusive. With a mission to inspire, strengthen, and expand funding and philanthropic leadership that yield environmentally sustainable, socially equitable, and economically prosperous regions and communities, we deliver member services, support funder working groups and collaboratives, and facilitate leadership development.


Position Description: 


Reporting to the Director of Finance and Operations, the Administrative Associate will serve in three primary roles: 1) executive assistance and support; 2) office management and operational coordination; and 3) collaborative team player.


The Administrative Associate should enjoy working in a small, entrepreneurial environment that is mission-driven, high-performing, and results-oriented. The Administrative Associate must have the ability to interact with all levels of staff, board members, member organizations and others in a fast-paced, sometimes pressure-filled environment while remaining respectful, flexible, proactive, resourceful and efficient. Professionalism and confidentiality are valued. The Administrative Associate must have the ability to exercise good judgment in a variety of situations, have strong written and oral communication, administrative and organizational skills, and the ability to remain calm and effectively manage multiple priorities. The Administrative Associate should be able to work independently on projects from conception to completion. The successful candidate will have strong project management and information technology (IT) skills that will contribute to office efficiencies. A sense of humor is valued in this team-oriented environment. This position is based in the hub office in Coral Gables, Fla.


Skills/Qualifications:


Sufficient education, training and/or work experience to demonstrate possession of the knowledge, skills and abilities to excel in the position, including the following:


  • Associate or Bachelor’s degree required.
  • Minimum of 4 years relevant work experience required.
  • Proficiency in Salesforce and Information Technology (IT) systems and strong skills in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook.
  • Experience with managing calendars, travel, and expense reports.
  • Experience handling general office management duties.
  • Superior organizational, written, and oral communication skills.


Preferred

  • Familiarity with philanthropic or nonprofit sector preferred but not required.


Duties and Responsibilities:


Executive Assistance and Support:


  • Maintain calendars, schedule meetings, arrange travel, and handle expense reporting, tracking and filing for four executive staff based at the hub office, primarily the President and CEO
  • Schedule board committee and task force calls (such as Executive, Finance, Program, Organizational Development, Audit, and task force calls).
  • Enter and update contacts in the organization’s customer management database (Salesforce), and prepare reports for executive staff as needed.
  • Design and implement a system for debriefing travel and meetings among executive staff, tracking notes and next steps in a Salesforce database.

 


Office Management and Operational Coordination:


  • Open and distribute correspondence daily, categorize regular invoices, maintain financial records and mail checks.
  • Ensure office systems function as designed, including serving as liaison to IT vendor.
  • Monitor office supplies and order as needed and coordinate general issues with the office building.
  • Monitor IT systems in coordination with IT vendor.
  • Maintain company files, soft and hard copy alike.
  • Manage and update the organization’s master calendar.


Collaborative Team Player:


  • Serve as the first impression for the organization in front office reception and by phone.
  • Work collaboratively with all levels of the organization, including staff, contractors, board members, and member organizations.
  • Support conference planning staff with scheduling session design and other planning calls.
  • Perform other event and meeting scheduling, logistics, and office operations duties as assigned by the Director of Finance and Operations in consultation with the CEO.


Organizational Relationships:


  • Reports to the Director of Finance and Operations.
  • Provides executive assistance and support to four members of the hub-based executive staff: President and CEO, Vice President and Director of Member Services, Director of Communications, and Director of Finance and Operations.


Compensation:


Excellent benefits, including health insurance, life insurance, 401(k) matching contributions, vacation, sick leave, and generous holiday schedules. Salary commensurate with experience. Relocation expenses will not be reimbursed.



IMPORANT TASKS REGARDING THE APPLICATION PROCESS


To apply for this position, please click on this link https://app.trinethire.com/companies/387-trinet/jobs/10897-administrative-assistant and


  • Answer prescreening questions
  • Include resume
  • Include a cover letter that explains: how your skills and experiences are a fit for the duties and qualifications of the position.

Benefits

Excellent benefits, including health insurance, life insurance, 401(k) matching contributions, vacation, sick leave, and generous holiday schedules.

Level of Language Proficiency

Fluently speaks, reads, and writes in English.

Professional Level

None specified

Minimum Education Required

2-year degree

How To Apply

https://app.trinethire.com/companies/387-trinet/jobs/10897-administrative-assistant

To apply for this position, please click on this link https://app.trinethire.com/companies/387-trinet/jobs/10897-administrative-assistant and


  • Answer prescreening questions
  • Include resume
  • Include a cover letter that explains: how your skills and experiences are a fit for the duties and qualifications of the position.

Share:

Share: