Senior Administrative Assistant

Overview

• Provide administrative support to the Earth for Life team, ensuring smooth operations and collaboration across departments.
• Assist with grant and contract coordination, including drafting agreements and tracking deliverables.
• Support financial processes, including expense tracking, budget preparation, and payment processing.
• Prepare and review program documents, presentations, and reports with accuracy and attention to detail.
• Coordinate meetings, conferences, and special events, managing logistics and materials.
• Maintain records and data using specialized software and databases.
• Communicate effectively with internal and external stakeholders, managing schedules and inquiries.
• Contribute to fostering a culture of inclusion and collaboration within the team.

Key Responsibilities & Duties

• Draft and oversee grant agreements and contracts, ensuring timely completion and compliance.
• Process payments, expense reports, and financial transactions using Workday and Smart Simple software.
• Compose correspondence, program materials, and presentations with precision and professionalism.
• Arrange logistics for meetings and events, including attendee coordination and material preparation.
• Maintain program records and data, ensuring accuracy and adherence to policies.
• Prepare reports and summaries for internal and external stakeholders, analyzing data as needed.
• Manage schedules and travel arrangements for supervisors and team members.
• Collaborate with colleagues and external partners to achieve project goals and deadlines.

Job Requirements

• Bachelor's degree preferred, with five years of progressive administrative experience required.
• Proficiency in Microsoft Office Suite and specialized databases like SharePoint and CRM software.
• Strong organizational and analytical skills for document proofing and editing.
• Effective written and verbal communication skills for preparing reports and correspondence.
• Ability to prioritize tasks, take initiative, and work independently to meet deadlines.
• Experience with financial systems and processes, including expense tracking and budget preparation.
• Commitment to fostering an inclusive and collaborative work environment.
• Alignment with organizational values: courage, integrity, respect, and collaboration.