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About the Role

Provide administrative support to the Regional Director and Department Staff to facilitate the efficient and effective operation of the department and enhance operations as needed. Works as part of the project team.

Responsibilities

• Screen and manage telephone calls professionally and courteously, prioritizing, taking accurate messages, responding to general inquiries, and directing callers to the appropriate department or individual.
• Handle all scheduling matters, including confirming meetings and conference calls, reserving meeting rooms, greeting external visitors, resolving scheduling conflicts, monitoring schedule changes, providing meeting reminders and updates, and ensuring necessary materials are available.
• Maintain the Regional Director and regional office staff calendar for appointments, meetings, conference calls, and trainings.
• Handle sensitive and confidential information discreetly.
• Make travel arrangements, including securing approvals and ensuring all travel documents are in order.
• Prepare expense reports for the Regional Director in a timely manner with required supporting documentation.
• Receive, review, and submit payment authorization forms, expense reports, invoices, mileage forms, tax exemption forms, petty cash, and purchase requests.
• Create, organize, and maintain filing systems for records, correspondence, and related materials, periodically reviewing and screening files for disposal according to retention guidelines.
• Prepare draft memoranda, correspondence, reports, and worksheets using Microsoft Office software.
• Handle document preparation, spreadsheets, and coordination for presentations.
• Coordinate Department marketing and outreach events, working with the Regional Director and Deputy Director on speaking events, marketing, and publicity, ensuring marketing collateral distribution, and representing the agency at events.
• Complete special projects as required.

Requirements

• Applicants must submit a cover letter with resume to be considered.
• Extensive direct experience can substitute for degree requirement.
• Five years of administrative experience supporting executive management.

Skills

• Strong written and oral communication skills
• Detail oriented
• Highly organized
• Strong follow-up skills
• Ability to handle multiple changing priorities
• Ability to effectively anticipate needs of management
• Ability to manage work proactively, efficiently, and effectively, with tenacity
• Proficiency with Outlook, Excel, PowerPoint, and Word
• Proficiency with CRM tools and databases
• Excellent presentation preparation skills
• Ability to work well collaboratively and independently
• Energetic
• Pleasant demeanor
• Good sense of humor

Location

• In-office presence required

Work Type

• Hybrid work schedules may be possible

Experience Level

• Five years of administrative experience supporting executive management

Education Level

• Associates degree

Equal Opportunity

• Minorities, women, and individuals with disabilities are encouraged to apply.
• Please contact Human Resources if you require an accommodation.