Senior Administrative Specialist

Key responsibilities for the Senior Administrative Specialist position will include, but are not limited to, the following activities:

CALENDAR - Access and maintain Executive Director’s calendar via MS Outlook and coordinate scheduling of meetings and conference calls (both internal and external). Acts as a "gate-keeper" for the executive's time using discretion in identifying critical items, setting up meetings and making scheduling changes with minimal involvement by the executive.

ADMINISTRATIVE - Assist with preparing correspondence, reports, and materials for publications and presentations (including proofreading, formatting, and checking facts and figures). Establish and maintain hard copy and electronic records and files for Executive Director. Review, sort and maintain files of a variety of materials. Function as administrative liaison to departmental staff, other departments, external vendors and consultants. Open, review, route, and disseminate interoffice and external mail, distribute correspondence and other material to department staff. Perform general clerical duties (faxing, copying, collation of materials, filing, mailing, managing office equipment and supplies)Process data through an automated administrative system, including processing items such as expense reports, accounts payable, payroll and personnel data. Prepare expense reports for Division Staff, as requested. Answer telephones, screen calls, route callers, take messages, respond to internal and external inquiries, and provide routine information within scope of authority.

MICROSOFT OFFICE - Position requires knowledge of advanced functions of PowerPoint, Word and Excel. Excel: functions and charting, multi-worksheet linking
PowerPoint: templates, graphics, outline import from Word, integration with Excel
Outlook: Calendar management, Email delegation/management
Word: Mail Merge, Section Breaks, Columns, Tables, Graphics
MS LiveMeeting: Outlook AddIn, Meeting setup and moderating

COMMUNICATION - Written: Type and compose memorandums, letters, forms procedures, contracts, and other documents and correspondence as appropriate. Should possess strong interpersonal and communication skills. Must possess ability to make and build strong relationships.

MEETING - Schedule, organize and coordinate meetings and facilities, including travel, transportation/hotel arrangements, prepare and distribute materials, agendas, notes, handouts, etc. Arrange presentations and conferences, coordinate equipment needs and refreshments, compile and distribute materials, etc.

PROJECTS - Complete special projects, as needed, including web research, market research, marketing materials production, etc. Work closely with the Operations Manager on special projects and operations overflow support, as needed, including producing financial reports, Researches questions and problems regarding division/department or administrative policies, procedures, information or services, including questions which are complex in nature.

TRAVEL - Arrange travel itineraries and prepare travel and expense reports. Coordinate travel arrangements for Division Staff. Prepares the travel itinerary, logistics, etc to support on-the-road staff.

Perform other related duties as assigned.
REQUIREMENTS
The successful candidate will be organized, responsible, detail-oriented, helpful and professional demeanor. Expert in using: Outlook, Word, Excel, PowerPoint; ability to perform Internet research. Excellent written and oral communication skills; able to communicate effectively with a wide variety of people at all levels, internally and externally. Ability to work independently and as team player, use good judgment, and use initiative to perform tasks while keeping the firm’s overall mission and goals in mind. Comfortable in an nonprofit environment.

Ability to prioritize and handle multiple tasks simultaneously, and change direction as appropriate. Ability to learn quickly and continuously. Consistently takes pride in own work and respects the work of others.

EDUCATION AND EXPERIENCE - A bachelor's degree (or equivalent) plus five years relevant work experience.