Administrative Assistant

Overview

• Provide temporary administrative support within the Philanthropies department during staff leave.
• Coordinate scheduling for internal and external meetings involving key department leaders and teams.
• Assist with expense reporting for Chief Philanthropy Officer and department managers.
• Arrange travel plans, including reservations and itineraries, for department leaders.
• Collaborate with senior management team assistants for team coordination efforts.
• Ensure seamless operations by utilizing existing systems and tools effectively.
• Contribute to maintaining organized workflows and timely task completion.
• Support team activities and initiatives as needed during the assignment.

Key Responsibilities & Duties

• Schedule and manage calendars for key department personnel and teams.
• Prepare and process expense reports accurately and promptly.
• Coordinate travel arrangements, including reservations and itineraries.
• Collaborate with executive assistants for streamlined operations.
• Utilize department systems for efficient task management and reporting.
• Assist in organizing team activities and events as required.
• Provide general administrative support to ensure smooth department functioning.
• Maintain confidentiality and professionalism in all interactions.

Job Requirements

• Associate of Science (AS) degree or equivalent educational background.
• Minimum of 2 years of administrative experience; 3 years preferred.
• Proficiency in scheduling, expense reporting, and travel coordination.
• Familiarity with department-specific systems and tools is advantageous.
• Strong organizational and multitasking skills to manage diverse responsibilities.
• Excellent communication skills for effective collaboration with teams and leaders.
• Ability to work on-site five days a week during the assignment period.
• Commitment to maintaining professionalism and confidentiality in all tasks.