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Executive Office Administrative Assistant

3 months ago

Akron, United States Mennonite Central Committee Full time

Job SynopsisThis job description will be used to hire for two positions:
1. Assistant to the Organizational Development/Racial Equity Director and the Director of Finance, and
2. Assistant to the Associate Executive Director and Executive Assistant.

There is one list of qualifications, but separate lists for the specific tasks and duties of each position.
 

Job DetailsHourly Employee Full Time

QualificationsOrganizational values and culture: All MCC workers are expected to exhibit a commitment to a personal Christian faith and discipleship; active church membership; and nonviolent peacemaking. MCC is an equal opportunity employer, committed to employment equity. MCC values diversity and invites all qualified candidates to apply.
 
Essential: 
 

High school diploma/GED or equivalent experience) required. Over 3 months relevant experience in providing administrative support with growing levels of responsibility in an office setting. Experience working with computer programs to complete accurate and timely work projects under the supervision of one or more supervisors.  Demonstrated cultural competency in working with people from different cultures and backgroundsStrong attention to detailExcellent organizational and time management skills to track and move projects along for multiple supervisors with a proven ability to prioritize tasks and meet deadlines.Punctual and responsibleAbility to work independently and as a part of a teamStrong problem-solving skillsExcellent English written and verbal communication skills.Proficient in Microsoft Office Suite or similar program, including specific experience with Excel or another spreadsheet program. Ability to learn Microsoft Office Suites. A valid driver's license.High level of integrity and ability to handle sensitive and confidential information with discretion.Strong interpersonal skills and the ability to build relationships with all stakeholders, including staff and board members.

Employment eligibility: Legally eligible to work in the U.S. MCC offers of employment are subject to a successful criminal background check(s).
 
Preferred: Advanced proficiency in Microsoft Office Suite (Word, Teams, Excel, PowerPoint, Outlook) and familiarity with project management software.Administrative Assistant CertificationSpanish fluency in speaking, writing, and reading.

Anti-oppression commitment: MCC expects all staff to actively participate in an organization culture that focuses on dismantling any barriers based on race, economic inequality or gender-based oppression. This includes an expectation to assess and address any barriers within themselves, within their team(s), and within MCC.
Safeguarding commitment: All MCC Staff are expected to work collaboratively to create and maintain an organizational culture that prevents and responds to situations of abuse of power (sexual harassment, child abuse, racism, exploitation, and fraud among other situations).
 

Key Responsibilities

Specific Tasks and Duties: 
1. Assistant to the Organizational Development/Racial Equity Director and the Director of Finance
60% Administrative support to the Org. Dev./Racial Equity Director
40% Administrative support to the Director of Finance
Task and duties for Org. Dev./Racial Equity Director:
    Maintain calendar of meetings, events and other activities for the Org. Dev./Racial Equity Director.
    Make travel arrangements for the Org. Dev./Racial Equity Director.
    Prepare for and manage events. Plan and carry out logistics for events including but not limited to registration forms, venue, meeting rooms, lodging, meals, transportation (to/from and during meeting) tech needs, information packets, etc.  
    Create and edit feedback surveys and summarize results.
    Attend meetings and record minutes. Distribute meeting minutes.
    Provide continuity when the Org. Dev./Racial Equity Director is absent. Answer basic questions about office projects, initiatives and responsibilities in the absence of the Org. Dev./Racial Equity Director. Create letters, e-mail messages and other communications as needed.
    Maintain daily contact with the Org. Dev./Racial Equity Director whenever possible. Assist the Org. Dev./Racial Equity director with assigned projects as necessary. Manage or conduct Internet, library and other information searches as needed.
    Provide other miscellaneous support to enhance the Org. Dev./Racial Equity Director’s ability to perform assigned duties.
    Willingness to learn about the Intercultural Development Inventory (IDI) and become a Qualified Administrator (QA). Oversee the Intercultural Development Inventory (IDI) system within MCC US and become active in the QA network.
    Participate in the Dismantling Oppression Committee.
    Occasionally attend conferences.
    Maintain and keep updated information on the Omnia Intranet community. 
    Organize and maintain proper filing and recordkeeping. Follows established procedures for archiving documents in MCC.

Task and duties for the Director of Finance:
    Schedule meetings for the finance department and director of finance as necessary.
    Help plan and schedule meetings for the Audit and Finance Committee.
    Attend finance-related meetings, including all Audit and Finance Committee meetings, and take meeting minutes.
    Assist with the receiving and sending of mail for the finance department.
    Maintain Christmas mailing list for the department.
    Make travel arrangements for the finance department as needed.
    Work with International Program AAs on getting official MCC documentation needed for country programs.
    Along with the accounting assistant, plan and facilitate finance department retreat. Attend the retreat.
    Manage the accounts payable inbox one day a week
    Participate in departmental IDI activities.
    Keep a schedule of the review of finance policies 
    Ensure all finance policies and documents are kept up to date in the Omnia Intranet community.
    Assist as needed in the implementation of new finance software
    Willingness to become a notary. Notarize documents for Finance, International Program and/or other departments.

Other duties as assigned. 

Supervision: No direct supervisory responsibilities.

Travel expectations: Travel up to 20 nights away per year within the US/Canada and internationally

Physical Activity/Demands: 

•    Constantly. remaining in a stationary position, often standing or sitting for prolonged periods of time. 
•    Occasionally moving about to accomplish tasks or move from one worksite to another. 
•    Occasionally: light work that includes moving objects up to 20 pounds. 
•    Occasionally. medium work that includes moving objects up to 50 pounds. 
•    Constantly. repeating motions that may include the wrists, hands and/or fingers. 
•    Occasionally. operating motor vehicles or heavy equipment. 
•    Constantly. assessing the accuracy, neatness and thoroughness of work assigned.
 
Environment Conditions – exposed to:
•    no adverse environmental conditions. 

2. Assistant to the Associate Executive Director and Executive Assistant
85% Administrative support to the Associate Executive Director
15% Administrative support to Executive Office Assistant 
Position Summary:
Task and duties for the Associate Executive Director:
-    Provide direct administrative support to the Associate Executive Director. 
-    Maintain accurate and detailed minutes of meetings  
-    Manage the Associate Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements.
-    Provide other miscellaneous support to enhance the Associate Executive Director’s ability to perform assigned duties.
-    Prepare and edit correspondence, communications, presentations, and other documents.
-    Coordinate and facilitate meetings, including preparing agendas, taking minutes, and following up on action items.
-    Handle confidential information with discretion and maintain comprehensive and accurate records in accordance with MCC policies and procedures.
Follows established procedures for archiving documents in MCC.
-    Conduct research, compile data, and prepare reports for the Associate Executive Director. 
-    Act as a liaison between the Associate
-    Director and internal/external stakeholders.
-    Organize and prioritize large volumes of information and calls.
-    Provide support and communication continuity when the Associate Executive Director is absent. Respond to basic questions about office projects, initiatives and responsibilities during his or her absence.  
-    Maintain daily contact with the Associate Executive Director whenever possible. 

Task and duties for the Executive Assistant:
-    Manage inter-office correspondence, e-mails and phone calls.
-    Assist with breaks at the receptionist desk at least twice a month.
-    Prepare and manage monthly birthday card and annual Christmas card mailings by preparing them for the executive director. 
-    Assist the executive assistant with board meeting preparation including but not limited to meeting room preparation, lodging, meals, transportation (to/from and during meeting) tech needs, etc. 
-    Together with the executive assistant maintain and keep updated information on the MCC U.S. Omnia Intranet community. 
-    Provide support and continuity in the Executive office when the Executive Assistant is absent.

Other duties as assigned. 

Supervision: No direct supervisory responsibilities.

Travel expectations: Travel up to 30 nights away per year within the US/Canada and internationally

Physical Activity/Demands: 

•    Constantly. remaining in a stationary position, often standing or sitting for prolonged periods of time. 
•    Occasionally moving about to accomplish tasks or move from one worksite to another. 
•    Occasionally: light work that includes moving objects up to 20 pounds. 
•    Occasionally. medium work that includes moving objects up to 50 pounds. 
•    Constantly. repeating motions that may include the wrists, hands and/or fingers. 
•    Occasionally. operating motor vehicles or heavy equipment. 
•    Constantly. assessing the accuracy, neatness and thoroughness of work assigned.
 
Environment Conditions – exposed to:
•    no adverse environmental conditions. 

Start Date05 Aug, 2024 - Yes

Term LengthIndeterminate

Salary DetailsBase salary: $19.73. Starting salary may be adjusted up to $21.92 based on previous experience.

BenefitsMedical, dental and vision, 23 days paid vacation, sick time and 10 holidays/year. Life insurance provided, as well as long and short term disability coverage. The retirement plan, with MCC contribution of 7%, begins after six months of employment.

Location DescriptionAkron, PA, hybrid schedules available with minimum 3 days/week in office