Job openings/Assistant to the Office of the CTO

 YOU ARE ...

... highly organized, dependable and enjoy getting things done while helping others. You learn quickly, consider yourself computer savvy and would thrive in a creative, transparent and collaborative environment.

JOB TITLE

Assistant to the Office of the Chief Technical Officer [CLOSED]

REPORTS TO

Head of Office Administration

JOB SUMMARY

The philosophy of the administrative team is to provide internal "customer-service" support to enable staff to focus on mission-work with fewer administrative distractions. The primary role of the Assistant to the Office of the CTO will be to support the tech. department in regards to all of their administrative needs. Typical tasks would include calendar management, complex travel/meeting coordination, drafting correspondence, departmental administrative oversight, and on-going proactive support to the CTO.

RESPONSIBILITIES


 * Maintain department calendars and schedules; coordinate meeting times and dates for Chief Level executives; confirm meetings 1-2 days prior to scheduled time; reschedule meetings as necessary due to conflicts.
 * Meet and greet department's visitors in a gracious, courteous and professional manner.
 * Make arrangements for conferences, travel and meetings.
 * Prepare comprehensive itineraries.
 * Draft routine correspondence and other documents. Proofread and format correspondence.
 * Provide general clerical support for the departments' including filing, archiving and organizing.
 * Responsible for obtaining documentation, signatures and approvals for all purchase acquisitions & travel authorizations on behalf of the departments and completing associated paperwork.
 * Purchase supplies, lunches, travel arrangements, etc. as necessary based on the departmental needs.
 * Prepare expense reports.
 * Possibility for light personal errands.
 * Other duties as required.

REQUIRED QUALIFICATIONS


 * 4-7 years of office administrative assistance or executive assistant experience.
 * Exceptional verbal and written communication skills and interpersonal skills are a must.
 * Demonstrated ability to operate independently and meet deadlines on time with limited supervision.
 * Ability to work in an open, transparent and collaborative environment.
 * Exceptional project and time management skills and a proven capacity for a high level of attention to detail.
 * Ability to adapt quickly and easily to changing requirements in a fast-paced, tech based non-profit organization.
 * Working knowledge of the wiki environment is a plus.
 * Excellent organizational and calendar management skills.
 * Extremely proficient with all aspects of word processing and spreadsheet programs such as OpenOffice or Microsoft Word/Excel.

ADDITIONAL INFORMATION We are currently hiring for multiple administrative positions for the departments of the CFOO & CHRO, CCO & CGPO, CTO, ED/DD and a general Office Assistant. If you have a preference for a specific department please indicate that in your cover letter, otherwise as many of the skill-sets required are the same, we may consider you for one of more departments based on your experience.