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Our client, a nonprofit consultancy group, is looking for a remote Administrative Assistant to join their team. This candidate will perform diverse administrative duties including written and verbal correspondence, meeting and complex calendar management, coordination and arrangement of travel schedules, monthly time and expense reporting and other related duties as required. The Administrative Assistant will work with other administrative staff in a team environment to provide the best support/coverage possible for themanagement team. This is an excellent opportunity to be part of a high functioning administrative team while gaining a comprehensive understanding of the nonprofit sector. This role will support 5 members of the management team from both our Consulting team (Managers, Senior Managers and Principals) and Core Services teams (Directors, Senior Directors and VPs). Hours are 10:00 am – 7:00 pm CT as this role supports a west coast team. Although this role is fully remote, candidates must live in Texas.
Responsibilities
- Schedule meetings, resolve calendar conflicts, prioritize commitments and process new demands on time
- Arrange conference rooms, technology, catering and presentation materials as needed for meetings
- Coordinate domestic and international travel arrangements including air, train, hotel, and ground transportation reservations, adjust reservations and any affected meetings as necessary
- Compile and submit monthly expense reports for management team members
- Call and email clients directly on behalf of management team members as requested to schedule meetings, and act as representative and extension of your manager in communication to clients and internal colleagues
- Draft, type, and proofread letters, memos, documents, presentations, and reports as requested, and coordinate with relevant teams to respond to incoming proposals and requests
- Receive, screen, and route phone calls, mail, and correspondence for management team members as requested
- Collaborate with other Assistants on work sharing and general team support
- Assist internal teams with entering new CRM contacts and actively maintaining the accuracy of CRM contact information
- Perform other related duties as requested or as responsibilities dictate
Requirements
- Bachelor’s Degree or related experience is required
- 2+ years of experience providing direct administrative or program support to organizations and executives preferably in a professional services environment
- Outstanding written and verbal communication skills are required
- Must be able to work both independently and as an integral member of virtual AA team, must be highly adaptive to match management styles and changing needs, reprioritizing tasks and projects as needed
- Solid knowledge of computer software applications such as Microsoft Outlook, Teams, Word, Excel, and PowerPoint, and the ability to learn new technology quickly, is required
- Must have a solution-oriented approach to conflicts
- Strong organizational skills and attention to detail is required
- Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
- Interest in and enthusiasm for the nonprofit sector and the administrative field
- Commitment to strong performance, high standard of accountability, and openness to feedback
- Must be comfortable working in a fast-paced environment and be calm under pressure
- Eagerness to establish and strengthen relationships with colleagues, clients, and external vendors across the globe
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