Administrative Assistant
True Costs Initiative Owensboro, KY (Onsite) Full-Time
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Job Details
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Location:
Fully remote work with occasional travel for retreats, conferences, and some team/partner events if desired. All travel costs are employer-paid. Candidates must reside in or commit to relocate to a metropolitan area with access to transportation hubs, printing, mailing, and other infrastructure. TCI is headquartered in Brookline, MA (Boston metro area), and preference might be given to those who live in or near Boston.
Application Deadline: Applications will be accepted on a rolling basis with preference given to applications submitted before March 17th, 2023.
Administrative Assistant (AA) Overview
TCI’s AA is a dependable, conscientious, and passionate team member who embraces and embodies TCI’s organizational values and cares for our grantee partners and the communities we support. The AA pays strict attention to detail and can focus when doing tasks that may be repetitive. They are a creative problem-solver who is flexible and can nimbly move between roles and tasks as necessary for a tiny, mighty team of six people. As with all TCI team members, the AA is reflective, reliable, and eager to learn. They enjoy stepping up to support team members, have a good sense of humor, and can appreciate nuance and subtleties in our work. Above all, the AA values kindness, rest, and well-being while holding high expectations for self and others.
The AA’s main role is to provide administrative support to the Executive Director (ED) and they recognize that while they may adjust their work hours and have flexibility to run personal errands throughout the workday, the AA is ultimately held accountable to the ED and must accommodate the ED’s working hours and needs as necessary. Although the AA works fully remotely, they must have access to infrastructure such as proximity to post offices, print shops, and transportation hubs so that they can conduct all tasks that require such infrastructure such as printing and mailing for the ED and TCI team.
As TCI’s first AA in this newly created position, the AA will be able to shape and grow within the role depending on their skills and interests. This may include greater responsibility and room for leadership within TCI’s operational and administrative infrastructure, such as compliance, human resources, finance, information technology, data, event planning and logistics, project management, vendor management, research, and special projects.
TCI’s Administrative Assistant is our reliable support, constant learner, and essential team member!
Roles and Responsibilities
Supporting the Executive Director
Fully manage ED’s calendar and fulfill scheduling requests for ED
Manage ED’s travel plans, including flight and lodging
Manage ED’s purchasing, mailing, and other administrative/office needs
Completely manage ED’s expense tracking in TCI’s expensing system
Provide ED with pre-call materials and summaries as requested
Edit and jazz up presentations for ED
Take notes for ED when appropriate (webinars, meetings)
Translate ED’s project plans into project management systems
Support ED in other administrative duties as needed
General Administrative Support
Make reservations for TCI team’s office needs; maintain, organize, and purchase office materials and supplies, and engage with building administration and facilities as needed
Manage packages, mailing checks, and gift-giving to speakers for events hosted by TCI
Manage scheduling and communications for team special projects that involve the AA
Manage TCI contact lists, holiday card lists, and other lists as needs arise
Assist in logistics for TCI’s Fellowship Program and Fellowship Conference
Assist other team members in relevant logistics for other TCI programs
Manage TCI’s internally driven impact
Manage notes, learnings, and materials for TCI team whenever possible (when AA is also joining those meetings)
Lead logistics, compile agendas, and manage communication for weekly team meetings
Work with relevant team members to provide Board Meeting presentations and other materials for the ED
Provide support needed by TCI Team to advance TCI’s work
Provide any and all administrative support to the ED to allow her to focus on visioning for TCI
Operations Support
Assist with data entry, cleaning, and governance for reporting, expense tracking, and for The Fifth Quarter Program applications
Assist in securing contracts, agreements, payment information, tax documentation, and communications with vendors and consultants
Assist in logistics and coordination for conferences, retreats, site visits, events (ex: making purchases and reservations)
Track key organizational documents and ensure organization of Dropbox
Ensure data governance (spelling, catch and fix errors, adhere to parameters set by Director of Operations and Senior Program Officer)
Support and collaborate with Program Team for special projects
Track relationships from ED’s trips and follow up as needed
Conduct paperwork to receive funds for TCI speaking engagements and consulting services
Write and conduct paperwork for grant reports for grants that TCI receives
Assist in creating team “joy,” especially for fully remote team
1-2 years of professional experience in administrative or similar role
High school degree or High School Equivalency/GED required; Bachelor’s degree preferred
Interest in nonprofits, philanthropy corporate accountability, environmental rights, and/or human rights
Conscientious organizer
High attention to detail, the type to “triple-check everything”
Can focus on multiple tasks with some interruption, understands how to plan and prioritize based on diverse needs of the organization
Can work autonomously and does not require follow-ups from supervisors and other team members
Skilled in working across cultures and geographies with the ability to communicate effectively with audiences of various backgrounds and perspectives
Excellent verbal and written communication skills
Creative thinker who can quickly turn ideas into action
Highest level of personal and professional integrity and quality standards
Intellectual agility and the ability to analyze and think critically
Demonstrates the flexibility, accountability, and team-orientation needed to thrive in a small and dynamic team environment
Good sense of humor
Proficient in Microsoft Word, Excel, and PowerPoint, and willing to learn other tools implemented at TCI
Recommended Skills
• Telephone Consultations
• Field Administration
• Time Management
• Administration
• Scheduling Appointments
• Preparing Spreadsheets
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