Job openings/Assistant to the Office of the CFOO & CHRO: Difference between revisions

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Revision as of 22:54, 19 January 2012

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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 Financial and Operating Officer & Chief Human Resources Officer

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 CFOO & CHRO will be to support the departments of the CFOO & CHRO 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 Chief Level Executives.

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.

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