Administrative Assistant

Administrative Assistant Details:

• Direct Hire position
• $24.75 /hour
• First Shift

• Coordinates on and off-site meetings and convenings including procurement of venue and catering, registration and RSVPs, reminder correspondence and audiovisual needs. Prepares materials needed for convenings.
• Manages and reconciles monthly expense reports for team staff through a web-based program.
• Coordinates and sets appointments on multiple Outlook calendars for events and meetings, and for internal and external stakeholders.
• Processes team contracts and routing payments as needed.
• Updates grantee/contractor contact records and activities in on-line database; ensures information is current and correct.
• Supports staff travel arrangements: planning and lodging, communications, and itineraries. Assists Foundation guests and consultants with travel arrangements as needed.
• Point-person for incoming team calls and inquiries; uses independent judgement and professionalism in addressing.
• Oversight of team meeting set-ups as needed and note-taking for team discussions or grant application determinations.
• Grant support for teams; scheduling site visits, adding notes in database and management of team documents.
• Participates in support staff meetings and in special projects Foundation wide. This includes rotating reception coverage at the front desk, assisting quarterly board meetings with board book submission and assembly and occasionally taking notes for various meetings.