Administrative Assistant Job at Family Career and Community Leaders of America I

Family, Career and Community Leaders of America

Date Written or Revised: October 2024

Title: Administrative Assistant

Reports to: Chief of Staff

Supervises: N/A

Job Status: [X] Full-time [X] Exempt

[ ] Part-time [] Non-Exempt

PRIMARY PURPOSE: The Administrative Assistant supports the Chief of Staff with meetings, personnel matters, and office administration tasks, as well as supports and assists various departments. The role requires the ability to work both in-person and remotely. Some travel may be required.

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ESSENTIAL FUNCTIONS

Chief of Staff Support

Percent of time spent: 50%

• Provide support to Chief of Staff including, but not limited to: calendar maintenance, managing meeting requests from staff and partners, expense reimbursements, and other tasks as requested;

· Field calls that come in for the Chief of Staff and the main organization line and direct calls appropriately;

· Review/edit documents as requested.

• Manage needs as requested by the Chief of Staff;
• Manage Chief of Staff’s conference schedules, materials for travel, and book travel accommodations;

· Assist with administrative duties in preparation for national conferences, planning meetings, and training at national conferences;

• Prepare and ship materials for conferences;
• Take weekly department meeting notes and send to the team;
• Generate informational mailings as approved by the Chief of Staff;
• and, other duties as assigned.

Provide customer service and administrative support to department directors and managers

Percent of time spent: 50%

· Answer phones for the organization, assist customers, and direct calls appropriately;

· Develop and assist with production, packing, and distribution of reports, mailings, and workshop materials;

· Assist with program award and scholarship processing and receiving returned documentation;

· Assist with recruiting workshop and review committee participants, members, and volunteers;

· Assist in promoting opportunities in Fast Facts and social media;

· Assist with the preparation of meeting materials for the National Executive Council (NEC);

· Maintain Survey Monkey reports, update and compile data as needed;

· Assist with administrative duties of the National Officer Candidate election process;

· Processing of expenses for NEC, LTT, and others as requested;

· And other tasks as needed.

EDUCATION AND EXPERIENCE REQUIRED

Education: Bachelor’s degree preferred.

Experience and skills: 2+ years’ experience in all facets of administrative support. Tech-savvy with intermediate skills in MS Office applications, databases, and presentation software. Demonstrated ability to master new applications quickly.

The employee will occasionally need to lift and/or move heavy objects, equipment, and/or boxes, particularly during conference preparation and onsite meetings of upwards of 25 pounds.

COMPETENCIES

· Consistently demonstrates positive customer service orientation.

· Works collaboratively with other staff and teams.

· Has the technical knowledge and skills to perform responsibilities effectively.

· Demonstrates strong interpersonal skills and manages conflict effectively.

· Exhibits a consistently high level of attention to detail and accuracy.

· Highly organized, uses time efficiently, and consistently meets deadlines.

· Able to set priorities for routine work.

· Demonstrates initiative in maintaining regular workload and assisting others as time permits.

· Able to develop and implement basic process improvements for various routines and systems.

· Demonstrates strong business writing skills and edits documents for errors, grammar, and content. Writes business correspondence and other documents clearly and professionally.

· Able to integrate long-term assignments effectively along with routine, daily work.

TRAVEL REQUIREMENTS

5% upon request

The Family, Career and Community Leaders of America Inc.’s management reserves the right to review and revise this document at any time. Employees are expected to perform any other duties or tasks, which are assigned. This document represents a description of intended job content and performance requirements, and is expected to be revised annually or when a major change occurs. The existence of this document should not be construed in any way to represent an actual or implied contract of employment.

This organization grants equal employment opportunities to all qualified persons regardless of race, creed, color, sex, age, national origin, marital status, or physical/mental handicap. It is the intent and desire of the national Board of Directors that equal opportunities be provided in recruitment, selection, salary, promotion, benefits, privileges, and all other terms and conditions of employment.