Administrative Associate

Responsibilities

• Responsible for general office duties, routing phone calls, data entry, and fulfilling miscellaneous external inquiries sent to the general organizational email.
• Update electronic files as needed
• Update tasks in Asana
• Receive and forward correspondence, including scanning mail and checks, to appropriate staff
• Coordinate shipping of any equipment to/from office location
• Order office equipment for staff, create tracking systems and monitor against budgets
• Process and Scan all physical Checks/ donations, properly input them in Salesforce and track in the document retention folder
• Ensure and maintain a tidy, clean, and organized office environment.
• Provide administrative and capacity support to departments as needed
• Prepare and route contracts through Docusign for signature
• Draft, type, and proofread letters, memos, documents, presentations, and reports
• Build knowledge of organizational systems and provide troubleshooting support to staff. Including systems such as:
  Zoom, Slack, Asana, Hugo, Lastpass
• May maintain and renewing platform licenses as needed
• Regularly update organizational calendars and internal wiki site
• Ensuring all organizational docs have the appropriate logo and branding information included
• Arrange conference rooms, catering, presentation materials, and audio/visual setup as needed for meetings.
• Book flights, hotels, trains and/or local transit for staff travel
• Set Up Uber vouchers, and complete per diem form
• Submit receipts to finance team in organized manner so they can charge clients for reimbursement
• Create Dossier of important flight and lodging information

• 2+ years of experience in project management, office administration, executive assisting, event planning, or similar work experience
• Comprehensive knowledge of computer software applications and ability to learn new technology quickly, is required
• Must be highly adaptive to management styles and changing needs, re-prioritizing tasks and projects as needed
• Excellent organizational, recordkeeping, interpersonal, and written and oral communication skills;
• Highly organized, self-directed, detail-oriented, results-driven, and motivated by project coordination and deadlines;
• Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
• Event Planning Skills
• Outstanding written and verbal communication skills are required
• Personal integrity, credibility, and passionate commitment to Right To Be's mission
• Commitment to strong performance, high standard of accountability, and openness to feedback
• Must have a solution-oriented approach to conflicts

• data entry
• project management
• event planning
• recordkeeping
• document preparation
• budget monitoringtroubleshooting
• contract routing
• file updating
• receipt submission

• organizational skills
• interpersonal skills
• written communication
• oral communication
• self-directed
• detail-oriented
• results-driven
• adaptability
• time management
• solution-oriented