Administrative Assistant, Executive

JOB SUMMARY:

The Administrative Assistant is responsible for providing administrative and logistical assistance to the Executive Director and other members of the Executive department. The Assistant will work closely with the Project Specialist & Board Liaison to support the Executive team. This position is a great opportunity for strong admin candidates who are passionate about criminal justice reform or who want to learn about how a non-profit organization and its board operate.

ESSENTIAL JOB FUNCTIONS:

ADMINISTRATIVE SUPPORT FOR THE EXECUTIVE DIRECTOR:

  • Assists Project Specialist & Board Liaison in coordination of Executive Director’s office
  • Manages the Executive Director’s calendar and assists with prioritization based on an understanding of the Executive Director’s needs
  • Continually looks for ways to improve infrastructure for handling schedule and competing tasks
  • Anticipates the Executive Director’s needs and proactively brings together appropriate people and resources, including research of background information, to support the Executive Director in addressing issues
  • Manages a contact list for Executive Director and develops an understanding of who they are
  • Maintains current files on frequently updated documents
  • Answers calls and relays messages to the Executive Director and Co-Directors

MEETING SUPPORT:

  • Schedules and coordinates meetings and conference calls, including preparing materials, ordering catering, setting up video conferencing, arranging travel, etc, as necessary
  • Provides logistical support for board and committee meetings throughout calendar year

TRADEMARK COORDINATION:

  • Works with In-House Counsel and Project Specialist to track, research, and properly archive trademark enforcement

OTHER ADMINISTRATIVE SUPPORT FOR EXECUTIVE TEAM:

  • Monitors and coordinates schedules for members of Executive department, as needed
  • Manages travel logistics for members of Executive department
  • Prepares and submits expense reimbursement requests and other accounting paperwork for department
  • Oversees all vendor and consultant payments for department
  • Tracks pro-bono assistance for department
  • Maintains the corporate records for the organization
  • Assists and edits materials and documents, such as PowerPoint presentations and correspondence
  • Assists with occasional mailings to board members or donors
  • Other administrative duties as needed

QUALIFICATIONS & EXPERIENCE:

  • 1-2 years of professional administrative experience
  • Excellent calendar management skills and experience, including the coordination of complex executive meetings
  • Proven ability to successfully manage multiple, various tasks
  • Experience in handling a wide range of administrative and executive support-related tasks
  • Experience successfully creating and/or modifying processes
  • Experience scheduling travel arrangements for management
  • Strong knowledge of MS Office, including Word, Excel, and PowerPoint
  • Passion for criminal justice reform work

KEY COMPETENCIES:

  • Ability to adapt quickly and easily to changing priorities
  • Ability to juggle multiple tasks in a high-pressured environment
  • Superior skills in organization, planning, and attention to details
  • Excellent time management and task management skills
  • Ability to work independently, assess priorities, and take initiative
  • Excellent writing, editing, and clerical skills
  • Ability to communicate effectively with executives and program staff
  • High level of discretion and confidentiality
  • Sound judgment and ability to make reasonable decisions in the absence of immediate direction
  • Able to prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner

COMPENSATION:

The salary for this position is competitive and the Innocence Project offers an excellent benefits package, including health, dental and vision insurance, Flexible Spending Account, 401k plan with company-match, and paid Transitcheks.

WORKFORCE DIVERSITY AND EQUAL OPPORTUNITY:

The Innocence Project considers the diversity of its workforce to be vital to our organization’s success in meeting its mission.  We strongly encourage applicants from all cultures, races, educational backgrounds, life experiences, socio-economic classes, sexual orientations, age, gender, and physical abilities to apply.

As an Equal Opportunity Employer, it is our policy not to discriminate against any employee or applicant for employment because of race, color, religion, sex, sexual orientation, national origin, age, disability, familial status, marital status, predisposing genetic characteristics, actual or perceived domestic violence victim status, unemployment status, caregiver status, or any other category protected by law.

APPLICATION INSTRUCTIONS:

To apply, please visit Paycom. Information submitted through this secure site is kept confidential. Due to the large volume of applications, we are unable to give applicant updates by phone.