The Administrative Assistant is responsible for providing a broad array of administrative support to the Executive Director first and foremost, and to all other staff as needed (staff will be brought on in a staggered process with a maximum of five staff, including the Executive Assistant). The Administrative Assistant is responsible for coordinating schedules, meetings, and travel plans for the Executive Director. He or she is also responsible to support any administrative needs of the Hub that the fiscal sponsor/intermediary does not (currently sponsor oversees budget management, and legal oversight). This individual will be tasked with maintaining appointment books, booking travel, planning meetings and ensuring meeting documentation. He or she will be expected to keep organized files and records of all important documents for the Hub as needed. Work will also include supporting the website launch and web updates, as well as proofreading, copying, drafting letters and correspondences on behalf of the Executive Director and other staff. The Administrative Assistant will also be responsible for ensuring proper financial documentation and coordination and providing information for record-keeping with accountants/fiscal sponsor. This individual will also support with the hiring process and on-boarding of new staff.

Essential Responsibilities and Tasks 

• Complete a broad range of administrative tasks for Project Manager and other staff as needed
• Plan, coordinate and manage schedules
• Plan, coordinate and execute meetings and calls
• Lead/ensure proper documentation of meetings and calls
• Communicate on behalf of the Executive Director and other staff when needed for coordination and scheduling purposes
• Write and proofread letters and memos as needed
• Support launch, maintenance, and updating of website
• Respond to calls, emails, and other correspondences
• Book travel
• Maintain organized files, calendars, and books
• Maintain budgets and financial records as needed
• Provide general administrative support to the Hub
• Other administrative and support tasks as needed

Qualifications 

• Strong organizational and coordination skills with ability to seamlessly perform and prioritize multiple tasks
• Strong interpersonal skills and ability to build relationships with stakeholders, staff, board members, partners, donors and others
• Expert level written and oral communication skills
• Demonstrable proactive approach to problem-solving
• Highly resourceful team player with great ability to be effective independently
• Proven ability to handle confidential information with discretion
• Proven ability to meet deadlines in a fast-paced environment
• Great professional acumen and emotional maturity
• Bachelor’s degree required
• 3+ years of experience in administrative support/management
• Ability to track, manage, and update budgets (in excel and other formats)
• Proficient in Microsoft Office (Word, Excel, Power Point, Outlook), Adobe Acrobat and Social Media platforms