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Senior Administrative Associate
3 months ago
The opportunity
- The Senior Administrative Associate is a vital role ensuring the smooth operations of our internal communications, virtual office management and administrative functions.
- They will provide high level administrative support to the Executive Director, Board and leadership team, including coordinating schedules, meetings and agendas while managing priorities and drafting communications.
- The ideal candidate will possess exceptional interpersonal skills and a keen understanding of best practices in virtual office administration in a global context.
- They should have a proven ability to support organizational management and growth. This experienced professional will help DRF/DRAF realize the full potential of a growing global organization with a remote workforce and will report to the Executive Director.
The Responsibilities
Executive Support
- Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff
- Tracks priorities, deadlines and other agenda items to ensure they are addressed promptly
- Drafts letters, memos, invoices, reports, and other documents
- Organizes and maintains DRF/DRAF's internal calendar and database e.g.: asset management, letter protocol, and others
- Schedules and attends meetings on behalf of the Executive Director, taking minutes and providing summaries and action items.
Communications and documentation
- Receives incoming communication or memos, review contents, determine priority, and summarize and/or distribute contents to appropriate staff
- Ensures timely and clear communication of organizational updates and announcements
- Assists in the collection, organization, and preparation of reports, presentations and other materials for internal and external use.
- Assists in the preparation and organization of contracts, notably Agreements for Services
Office Management
- Maintains and updates physical and virtual archives of processes, letters, other communications, via SharePoint/One Drive, etc. in coordination with the IT team
- Oversees general office management tasks and manages office supplies and resources
- Performs additional duties as agreed on with the ED.
Requirements
To fulfill these responsibilities, the ideal candidate will have/be able to:
- At least 4 years of experience working in an administrative capacity
- Bachelor's degree.
- Highly organized and detail-oriented, and able to effectively manage multiple projects and competing demands
- Excellent oral and written professional communication skills with the ability to draft clear and concise documents. US English
- High level of accuracy and attention to detail in all tasks
- Strong time management skills with the ability to prioritize and adjust as needed
- Strong interpersonal skills with and the ability to build relationships with stakeholders at all levels
- An understanding of office management procedures and those related to budgeting, programming and project management
- Experience providing administrative support to senior leadership including managing calendars and scheduling.
- Some experience working across cultures and geographies and comfortable collaborating within a diverse workplace
- Able to problem solve, use good judgement, conduct research and share information.
- Ability to navigate ambiguity, adapt to change, and take accountability and responsibility, to work effectively within the team and across the organization.
- Openness to ongoing learning, feedback, and growth
- Foresee risks and allows for contingencies when planning
- A commitment to the human rights of persons with disabilities
- Excellent technology skills Word, Excel, Outlook, Zoom, PowerPoint, etc.; willingness to learn additional applications and accessible technology as necessary
Preferred, but not required qualifications are:
- Demonstrated experience in working as part of a small, fast-paced team and ability to work successfully in a virtual environment
- Demonstrated experience in working with staff members in different locations, across multiple nationalities, identities, and cultures
