Administrative Assistant

Full Time / Florida Based

Department: Advancement

Reports to: VP of Advancement/Chief Advancement Officer Summary At OneHope we strive to provide the transformational Word of God to children and youth around the world. The Administrative Assistant contributes  to further our mission through performing a variety of administrative and clerical tasks to support the VP of Advancement/Chief Advancement Officer. Duties of the Administrative Assistant include serving as liaison between the CAO (who works remotely) and team members in our Florida headquarters office, assisting in daily office needs and managing general administrative activities. Administrative Assistant responsibilities include coordinating correspondence, travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity with this kind of work we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of the Advancement Office.

Key Responsibilities

• Answer and direct phone calls, emails, and other communications

• Organize and schedule appointments

• Plan meetings and take detailed minutes

• Write and distribute email and other correspondence

• Assist in the preparation of regularly scheduled reports

• Develop and maintain a digital (and paper as necessary) filing system

• Help update and maintain office policies and procedures

• Maintain contact lists

• Book travel arrangements

• Submit and reconcile expense reports

• Provide general support to Advancement Team

• Act as the point of contact for internal and external clients

• Liaise with executive and senior administrative assistants to handle requests and queries from Executive Leadership and other colleagues

• Initiate and care for OneHope partners through Culture of Engagement assignments.

• Collaborate with other team members to design and implement strategies for the pursuit of various Advancement goals as directed by leadership.  The objectives and outcomes of Advancement are not separate from every team member's personal objective, but are owned by each person on the team

  Requirements

• Proven experience as an administrative assistant or office admin assistant

• Knowledge of office management systems and procedures

• Working knowledge of office equipment, like printers and fax machines

• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)

• Excellent time management skills and the ability to prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills

• Strong organizational skills with the ability to multitask

• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

  Work Environment

• Monday – Friday during business hours (9 AM-5 PM)

• Our work is international and may require some flexibility to accommodate teams in different time zones across the globe.

• Travel may be necessary, both domestic and abroad.

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