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Administrative Assistant (Part-time)

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Location
Chevy Chase, MD
Hourly
$25.00 - $30.00
Job Type
Contract
Date
Jul 05, 2018
Job ID
2609180
Private, Family Funded foundation located in Chevy Chase Maryland supporting various causes is looking for an Administrative Assistant 

Company: Foundation  
 
Location:  Chevy Chase, Maryland

Job Type:  Longterm , possible temp to perm
 
Pay Rate: $25-$30/hr based on experience
 
Hours / Schedule:  18-20 hours weekly, ideally 3 days/weekly 6-7 hours during business hours , or 4 days daily if preferred,   must attend  quarterly Saturday office meeting given 4 times annually

Job Description: The Administrative Assistant will report to the executive director and will provide support to the executive director as needed and to the grants and finance functions of the foundation as directed to ensure efficient office operations, effective outreach to all constituencies, coordination of work flow and will fulfill the following: 



Responsibilities: 
  • Technology – manage technology systems software and hardware including web based virtual meeting programs, web site, online grants management system, data base, computers and will work with  the IT consultant and vendors as needed
  • Improved Communications Systems – work with Technology Working Group to identify, install and use systems to keep board, committee members, family and staff connected 
  •  Passwords – keep all passwords filed and up to date and coordinate with all staff, and family on log in instructions for various systems and sites
  •  Record Keeping – develop an improved system and keep hard and soft copy files organized. Keep track of all approved board resolutions and governance documents. Ensure all formal documents are signed, dated  and filed and be the point person in finding and distributing files as requested, keep up to date with document retention policy and have documents scanned and shredded per the policy
  •  Meeting Preparation – collect and distribute all meeting materials for committee, board and any other internal meetings and set up and clean up all onsite meetings. Handle invitations, RSVP lists, meeting materials distribution and logistics of larger off site seminars and meetings
  •  Finance – support finance team as directed and in particular order supplies, manage expense reports, assist with reports
  •  Grants – support the grants management team as directed and run reports as needed, take responsibility for at least one staff summary report of a grant applicant each cycle which will involve a local site visit or phone call update and a one page written report
  •  Staff Development – the staff members will all be on site together on an irregular basis and the candidate will participate at those times in staff meetings and joint activities and will conduct and participate in any planned cross trainings to ensure that the staff can operate efficiently during anyone’s absence
  •  General duties – handle phones and pass on messages as needed, meet guests and door, collect packages and mail and distribute properly, keep office and site visit calendars and handle all basic correspondence as directed, and handle copying 
  •  Office Space – keep office neat an orderly and work with building management as necessary
  •  Special Projects – as needed and assigned    

Qualifications:
  •     Bachelor’s Degree
  •     Advanced Outlook and Microsoft Office skills and ability to learn other systems
  •     Exceptional organizational skills with ability to manage multiple tasks and prioritize assignments
  •     Excellent communication skills
  •     Demeanor and interpersonal skills that will facilitate effective work across departments
  •     Understands and supports the mission and work of the Foundation
  •     Demonstrated ability to be self-directed
  •     Demonstrated ability to handle sensitive and confidential information with discretion
  •     Knowledge of community and local nonprofits a plus