Administrative Support Professional; Asheville, NC

Asheville, NC - this is an office-based position in Asheville, NC. The person in this position must live in North Carolina or within 40 miles of the NC border.

The Administrative Support Professional position reports to Secretary to the Board. This position provides comprehensive support to the Board and Executive Support Team and Facilities Department. This position will work directly with members of the Board and Executive Support Team and the Facilities Department to ensure all work and initiatives are completed in accordance with defined expectations.

This role will also serve as a liaison between internal and external stakeholders; some communication/tasks requiring a high-level of discretion and confidentiality. This position required excellent verbal and written communication skills, complex calendar management experience, and the ability to effectively manage multiple projects with competing priorities. Additionally, this position provides back‑up receptionist coverage, inventory and supply chain administrative support, and administrative duties for the Board and Executive Support Team and Facilities Department.

This position is Asheville‑based, with an expectation of 5 days per week in the office and travel as needed to support Board and Regional Board operations, and Facilities Operations, across Vaya's 32‑county catchment area.

• Provide a full range of moderate to complex administrative support, as follows:
• Administrative support includes a high level of independent judgment and discretion, drafting correspondence, scheduling and coordinating meetings, assist with preparing reports, graphs, and presentations, along with maintaining electronic files and calendars.
• Detailed attention to proofreading and formatting of all correspondence and written documents, with proper spelling, grammar, and punctuation. Communication must be clear and professional in all formats (email, telephone, virtual, Teams, facsimile, etc.).
• Assist with employee travel and training forms, expense reimbursement processing, as well as credit card reconciliation according to applicable policies and procedures.
• Create purchase requisitions, route invoices and accompanying information for processing, and assist with budget tracking for team/ department.
• Provide administrative assistance on contracts within the supervisor's purview. This includes but is not limited to communicating with vendors, entering contracts and other documents into management software system(s), reviewing contracts for renewals, and tracking associated deadlines.
• Assist with the coordination of team/ department meetings and staff events, including drafting agendas, taking minutes, and handling associated logistics. This includes securing locations, participating in setup and breakdown, identifying required equipment and/or technology, refreshments, catering, supplies, etc., as requested or otherwise deemed necessary.
• Assist with training and conference registrations, including travel logistics, hotel accommodations, meeting spaces, and associated requests.
• Maintain and coordinate conference room and travel office reservations across the organization that require approval to ensure the requested meeting space is available, and triage double booking or scheduling conflicts resulting from meeting space requests, with guidance from supervisor.
• Create/ prepare documents, presentations and other materials using PowerPoint, Excel, Word, as requested; in addition to performing printing, copying, faxing, and shredding functions as needed.
• Maintain and organize documentation within Vaya electronic storage platforms as needed, including updating indexes, reports, documentation, receipts, etc.
• Perform other administrative tasks and handle special projects, as requested.
• Inventory and Supply Chain:
• Oversee supply chain management, restocking, and distribution process.
• Manage inventory by stocking and cataloguing office supply products.
• Manage distribution of ordered supplies to employees.
• Restock inventory through purchasing from approved vendors and suppliers, and confirm shipment arrival…