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Administrative Assistant
Ounce of Prevention Fund
http://www.ounceofprevention.org
Chicago, IL United States
Operating Budget: $20 million or greater
 Job Type: Administration/Management/Operations
 Mission Type: Advocacy, Education/Academia
 
Mission:
The Ounce of Prevention Fund invests in the healthy development of at-risk infants, toddlers and preschool children. We use an innovative cycle of family-focused programs, research, training, policy analysis and advocacy to help young children succeed in school and throughout life.
Position Description:
POSITION SUMMARY
As a member of the National Group, the Administrative Assistant II provides primary support the Vice President of National Policy Consultation, the Vice President of National Research and Evaluation and the Director of Resource and Capacity Building, in addition to general support for other National Group staff. Responsibilities include but are not limited to: maintaining Vice Presidents calendars and scheduling meetings; booking travel arrangements; tracking expenses and other accounting procedures; recording and creating meeting minutes; assisting with internal and external correspondence (copies, fax, email, phone, etc.); assisting with the development and distribution of presentation and meeting materials; and prioritizing Vice Presidents mail and other administrative and clerical duties as required.
The Administrative Assistant II also assists in the development of administrative processes, procedures and policies to be implemented to maintain efficient management systems of the National Group.

MAJOR RESPONSIBILITIES AND KEY TASKS

Administrative Support
Provide primary administrative support to the Vice President of National Policy Consultation, the Vice President of National Research and Evaluation and the Director of Resource and Capacity Building and other National Group staff as needed.
Partner with Program Associates to ensure the National Teams infrastructure is managed effectively; coordinate with Program Associates to address the administrative needs of National Group leadership.
Maintain the Outlook calendar of assigned Vice Presidents and Director and meet the specific scheduling needs by tracking appointments daily. Adjust schedules when needed and create appointment reminders for the Vice Presidents.
Maintain regular, daily communication with Executive Support Team members to exchange information about all scheduling developments that impact the Executives schedules.
Make travel arrangements, including flights, hotels, car rentals, reservations, etc. f
Manage purchasing requests (supplies, shipping, food, etc), process contracts, track travel expenses, and maintain other accounting processes for the National Group.
Screen and prioritize daily mail and email for assigned staff.
Compose routine memoranda, letters, email and other internal and external correspondence as requested.
Coordinate with Executive Support Team all logistics and hospitality necessities of executive meetings, and assist in the set up and break down of the meeting rooms.
Assist in the development of solutions and strategies to meet the administrative and technological needs of the division (including - develop and maintain improved filing systems and procedures).
Participate in all required meetings.
Participate in relevant trainings and the Administrative Workgroup meetings to ensure administrative procedures are current, efficient and communicated to the National Group.
Develop and maintain an up-to-date guide/manual detailing the positions duties and procedures.
Other duties as assigned.
Qualifications:
EDUCATION AND EXPERIENCE REQUIREMENTS
Bachelors Degree in Journalism, Communications, English or a related field.
Four years experience in a clerical and/or administrative support capacity with increasing responsibility.
Experience with executive scheduling.

ESSENTIAL SKILLS AND ABILITIES
Ability to be creative and proactive in assessing and managing multiple tasks and addressing shifting priorities and exercise independent judgment in repeated and routine responsibilities and accomplish assignments in a timely manner.
Proficient with computer applications - thorough understanding of Microsoft Outlook, word processing (Microsoft Word), mail merge, spreadsheets (Microsoft Excel), databases (Access and Results Plus preferred) and e-mail systems (Microsoft Office required) and Power Point and ability to learn and master other computer technology /software programs as needed.
Good command of Internet usage and experience using general business office equipment.
Typing minimum, 60 wpm.
Highly organized with superior attention to details
Ability to support multiple staff members and work in a team environment.
Demonstrated ability to work with diverse staff and external individuals.
Excellent verbal (professional telephone skills) and written English communication skills.
Ability to develop new procedures and apply new technologies as needed.
Ability to carry out work assignments and follow through on assigned tasks with consistent accuracy and detail.
Able to process, protect and exercise discretion in handling confidential information and materials.
Able to utilize reflective supervision.

 
How To Apply:
www.ounceofprevention.org/jobs