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Operations/Administrative Assistant

Job Overview
Job Order:JO00019347
Date Posted:Jun 23
Salary:N/A
Category:4 - Clerical/Administrative
Metro Area:

Our non profit client is looking for an OPERATIONS/ADMINISTRATIVE ASSISTANT for their office in Troy.

Temporary for up to 6 months

This position will be working from home

Starts Mid July

SUMMARY

The Operations Assistant is required to be proactive, self-directed, and must possess sound judgment and high attention to detail. This position also requires a commitment to producing high quality work and providing high-quality support while displaying a consistently collaborative and cooperative work style. The Operations Assistant role requires highly professional, customer service focused interaction (orally and in writing) with external and internal partners within the Foundation. This position also requires the ability to exercise discretion and maintain confidentiality.

DUTIES

  • Manages and tracks project objectives, plans, and timelines. Monitors and informs team members of required actions and meetings to meet deadlines.
  • Organizes meetings; prepares and distributes meeting minutes and other materials.
  • Assists with budget management and tracking, including understanding, preparing and processing consulting agreements, contracts and statements of work, maintains and updates the contract log and manages the DocuSign process for contract execution for various teams across the Foundation.
  • Assists with survey preparation, distribution and recording/reporting of results for various teams across the Foundation.
  • Assists with intranet maintenance which includes updating documents, employee photos, etc.
  • Maintains active directory of Foundation staff.
  • Manages Legal, IT, and POIM processes:
    • Prepares materials for key meetings. Proofreads, finalizes, and posts documents.
    • Manages other processes as assigned and performs various duties to advance staff communication and development.
  • Schedules internal and external meetings, manages calendars, assembles meeting materials, makes meal arrangements, and confirms appointments.
  • Processes department expenses, prepares expense reports, and resolves discrepancies with Finance.
  • Coordinates business travel.
  • Prepares correspondence, proofreads memos, and manages department wide contacts.
  • Maintains files and document management.
  • Prepares mailings and shipments of materials; opens and distributes department mail.
  • Provides back-up for filing, scanning, and organizing confidential documents.
  • Provides secondary back-up for telephone support and receptionist activities.
  • Performs other duties as assigned.

Qualifications Required:

  • Associates degree.
  • A minimum of five to seven years of professional administrative office experience.
  • Proven ability to maintain confidentiality and practice discretion.
  • Proven experience and skill with calendar management, travel arrangements, and proofreading.
  • Strong interpersonal and communication skills to interact as a team member and with colleagues.
  • Proven experience with advanced Microsoft Word, Microsoft Excel, PowerPoint, Outlook, and creating forms, handouts, and packets of information is essential to accomplishing the work of this position.
  • Highly collaborative approach to working in a team-based environment.
  • Demonstrated high work quality in a highly detail-oriented role.
  • Proven ability to multi-task and prioritize responsibilities.
  • Strong commitment to the company's vision and values with the ability to demonstrate that commitment in daily interactions

Preferred:

  • Bachelor’s degree.
  • Proficiency of a variety of software programs, i.e. expense management, General ledger accounts, project management.

If you are a high performer and would like to work for an equally high performing company and you think the above opportunity is appropriate for you, we invite you to apply to this job and email your resume to rrice@hrsus.com

We treat all resumes with strict confidentiality. We will always contact you first before submitting your resume to our client(s) for review. If you do not receive correspondence, you are not a fit for this position.

At Harvard Resource Solutions, our talent acquisition team is proud to provide our clients with the most qualified Administrative & Clerical talent in the industry today.

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