Sr. Administrative Assistant

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Communities In Schools (CIS) is the nation’s largest organization dedicated to empowering students to stay in school and on a path to a brighter future. Working directly inside schools, CIS connects students to caring adults and community resources to help them succeed inside and outside the classroom and reach their greatest potential.

Job summary:
Reporting to the Vice President of Advancement, the Sr. Administrative Assistant provides advanced administrative support, communication, and scheduling, enabling the Vice President to work most effectively with internal and external stakeholders to fulfill commitments. The Sr. Administrative Assistant facilitates the efficient operation of the assigned department by performing a variety of clerical and administrative tasks.

The successful candidate will have excellent communication, people and collaboration skills, business acumen, exemplary work ethic, customer focused, organized, self-motivated, and a problem solver. Ability to cross cultural boundaries to build and maintain strong working relationships.

Responsibilities:
• Provide advanced correspondence support via phone, email, fax, mail, etc
• Manage Outlook Calendar(s), organizing and scheduling meetings and appointments
• Produce and distribute internal and external correspondence (PowerPoints, agendas, memos, letters, faxes, flyers, emails, etc.)
• Maintains office supplies, distribute interoffice mail and any other administrative support
• Responsible for reconciliation and submission of bills, expense reports, etc
• Procure space and equipment, organize and set up for team and other meetings
• Participate with the Central Office Administrative Team, (i.e., phone/front desk backup, attend meetings, ensure copiers are maintained, order supplies, make copies etc.)
• Responsible for planning and overseeing projects, special events and/or conferences
• Maintain confidential information appropriately following policies and procedures
• Prepare materials and take minutes for departmental and Board Committee meetings, as assigned
• Plans and coordinates travel arrangements, as needed
• Develop draft communications, research information and develop and run reports
• Develop and sustain positive working relationships with all stakeholders
• Assist in the communication and implementation of all the policies, procedures and ethics of the organization
• Provide advanced support on department-specific goals, metrics, initiatives and projects
• Support Total Quality Standards (TQS) to ensure the organization maintains accrediting status
• Provide customer service to employees by answering department related requests and questions
• Serve as a lead member of an assigned team(s) and/or working group(s), providing support pertaining to CIS and departmental guidelines
• Maintain physical and computerized office records
• Assist with the recruiting and interviewing process and employee onboarding activities
• Retrieve and analyze information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed
• Provide work direction to other support staff as needed
• May set precedent within limits and/or administer operating rules and procedures under management guidance

Qualifications:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and experience:
• Associate Degree in Communications, Business, Office Administration, or a related field and/or equivalent education and experience
• Three to five years of work experience in an advanced administrative support position
• Two years of work experience supporting senior management level position preferred
Advanced office and computer skills that include rapid keyboarding skills and other office technology
• Demonstrated advanced experience in organization and planning with the ability to multitask, prioritize and meet deadlines
• Ability to gather and analyze information skillfully and exercise independent judgement with minimal supervision

Skills:
• Advanced verbal and written communication, interpersonal and customer service skills
• Advanced computer proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook)
• Proficient in Google Suite, Zoom and/or other virtual meeting platforms
• Excellent organizational skills and attention to detail
• Able to work independently and within a team framework
• Ability to work a flexible schedule

Physical demands:
While performing the duties of this job, the employee is frequently required to sit; use hands to handle, feel and keyboard; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; stoop, kneel, or bend. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close and distance vision.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work environment:
The position is located within the Charlotte Mecklenburg area. Regular and satisfactory attendance and punctuality are required. Regular and satisfactory performance including meeting all process deadlines and stated deliverables is required.

The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

Criminal background check and pre-employment drug test are required. Financial credit check and driving record check required, if applicable.