Community Investments Administrative Assistant

Position Summary

The Community Investments Administrative Assistant will provide support to the Community Investments division through coordination and management of key division activities. Work closely with the Executive Vice President (EVP) of Community Investments and leadership staff within the division to accomplish overall goals of the various departments, division, and organization.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Provides high level administrative support and assistance to the EVP of Community Investments.
• Performs various clerical and administrative tasks for the EVP of Community Investments, including managing a busy appointment calendar, credit card reconciliation, Mileage reimbursements, expense reports, travel arrangements, and preparing documents for travel meetings.
• Prioritizes conflicting needs, manages matter expeditiously, proactively, and follows through on deadline driven projects to successful completion.
• Researches, prioritizes and follows-up on incoming issues and concerns addressed to the EVP of Community Investments including those of a sensitive or confidential nature and assists with determining appropriate course of action, referral, or response.
• Serves as a liaison for the EVP of Community Investments to leadership staff and others within the organization.
• Maintains open communication with division staff and is available to answer questions related to administrative and/or division related tasks.
• Maintain division calendar (grants, etc.) and alert department staff and finance staff of upcoming deadlines related to grant applications, deliverables, and processing of payments.
• Assist with developing division efficiencies, including electronic solutions.
• Assist with technical training and assistance within the division and research policies and best practices for division efforts, as needed.
• Assist when needed with gathering materials for volunteer events with division participation.
• Assist with setting up interviews for any open positions in the division and being point of contact through the interview process.
• Assist, as assigned by management, with the organization’s disaster response efforts.
• Perform other duties as opportunities are presented and/or assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• High school diploma or equivalent required; associate degree preferred.
• 3-5 years of experience supporting high level administration or related work with high level administration required.
• Excellent customer/client service relations.
• Ability to manage confidential information with discretion.
• Excellent organizational and time management skills.
• Effective communication and people skills to interact with various stakeholders.
• Detail-orientated, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Proficiency in Microsoft Office Suite software, office systems and be technology savvy.
• Problem solving and strong decision-making capabilities.
• Capable team player with ability to work independently.