Summary of Role:
Provides a range of administrative support services to promote efficient delivery of services for the functional area staff across the Innovation and Engagement Division. Provides additional focused support for the Lighthouse and related surge requests. Maintains high standards of professionalism, efficiency, personal communication, discretion, and independent judgment in coordination and scheduling activities, filing, document preparation, and functional area activities. Manages a wide range of highly sensitive issues under tight deadlines.
Key Responsibilities:
Provide Administrative support to Innovation and Engagement broadly and to the Lighthouse specifically:
Scheduling Activities: Manages and maintains schedules. Plans and coordinates routine and special events such as weekly/monthly cross-division meetings managing remote work logistics and participation including TEAMS platforms and tools; Arranges Innovation and Engagement special events, trainings, or retreats, as needed including itinerary and agenda development, booking transportation, arranging lodging and meeting accommodations for all functional area staff as needed. Arranges travel for Deputy Chief, I&E including flights, visa applications, lodging and per diem.
Documentation Preparation: Prepares and edits correspondence, communications, and Power Point presentations. Drafts and formats I&E and Lighthouse communications and reports as needed. Assists with drafting divisional protocols, procedures, and guidance documents.
Communications: Communicates with appropriate units within I&E, Presidents Offices, and other teams on an ongoing basis. Communicates with the Pathfinder Communication team for any announcements pertaining to the Innovation and Engagement.
On-boarding Coordination: Processes new hires for the functional area, coordinates and participates in new hire orientation, and completes payroll documentation processing for new hires. Ensures I&E new hires have complete required trainings.
Project Management and Participation: Leads, manages, or participates in cross-functional project teams. Maintains I&E progress reporting tools and systems, manages calendars and deadlines for team reporting.
IShare administration manages IShare page set up, development, design, updates, and improvements on behalf of Innovation and Engagement.
Innovation and Engagement Annual Planning and Budgeting, Annual Performance Reviews:
Assist during the annual work planning and budgeting process.
Assist with the annual mandatory training rollout process across I&E
Provide administrative support to assist with completion of annual performance reviews within I&E
Required Education and Work Experience:
Bachelor’s degree in business administration or a related field or a combination of education and work experience that yields the required competencies
1 –2 years related experience, including experience in administration (internship experience acceptable)
Organization, Planning, Coordination and Multi-tasking: Advanced organizational and planning skills, project planning and management skills. Proven ability to set priorities, meet deadlines and multi-task with minimal supervision. Proven ability to schedule and coordinate activities.
Writing and Editing: Ability to compose and edit correspondence, reports and general documentation.
Filling and Records Maintenance: Ability to file and maintain records.
Functional Area Systems Expertise: Advanced knowledge of functional area systems.
Onboarding: Ability to onboard new hires of business unit and process required paperwork.
Preferred Competence and Work Experience:
Experience in non-profit organizations
French or Portuguese language
Other Information:
Technology to be Used:
Uses cellular and office phone, laptop, or desktop computer.
Travel Requirements:
Travel required (10% or less)
Apply via :
recruiting.ultipro.com
