Administrative Assistant

6 days ago

Nashville, United States Addison Group Full time

One of our non-profit clients in East Nashville (37214) is looking for a Sr. Administrative Assistant to join their team The pay for this position is set at $45,000 salary.


The Senior Administrative Assistant will support the Senior Director by facilitating communication, managing schedules, and coordinating projects and appointments. This role requires a blend of technical proficiency and strong communication skills to enhance the operational efficiency of the International Countries Division while maintaining the integrity of divisional needs and organizational membership.


Essential Job Functions

  • Manage daily operations of the International Countries Division, including scheduling for the Senior Director, and coordinating meetings and appointments.
  • Organize travel arrangements for the Senior Director, ensuring compliance with legal and fiscal requirements.
  • Handle incoming communications on behalf of the Senior Director.
  • Allocate time for the Senior Director to fulfill administrative responsibilities and meet requirements.
  • Inform the Senior Director of upcoming divisional responsibilities, projects, and completed tasks, minimizing disruptions and redirecting distractions.
  • Maintain and submit expense receipts and reports via Concur.
  • Create and manage correspondence, reports, memos, and meeting agendas for the Senior Director and various divisional committees and groups.
  • Lead research projects by gathering data and materials and preparing related reports.
  • Maintain and ensure integrity of the National Leadership Team database.
  • Assist in preparing for conferences and conventions, including presentation development and travel arrangements.
  • Safeguard and handle confidential materials with strict confidentiality.
  • Provide logistical support for committee meetings and training sessions, including transportation and lodging arrangements.
  • Regularly communicate with divisional leaders to ensure administrative tasks are completed.
  • Develop and distribute reports for committees and working groups, including meeting minutes.
  • Coordinate with the Finance Division on reports and projects as needed.
  • Assist in producing agendas and materials for international conventions.
  • Maintain databases for committees, leadership teams, and regional officers.
  • Update standard operating procedures for divisional processes.
  • Prepare monthly and comparative reports for distribution.
  • Assist with agenda development and materials for training sessions.
  • Analyze current practices and recommend improvements for efficiency.


Other Essential Functions

  • Take and distribute meeting minutes.
  • Coordinate multiple projects, tasks, and deadlines.
  • Manage outgoing correspondence via email, post, and telephone.
  • Organize and retrieve data and information.
  • Handle inquiries following organizational policies.
  • Conduct tours of Headquarters for scheduled guests.
  • Participate in divisional meetings.
  • Assist with kitchen and coffee duties as scheduled.
  • Participate in daily staff devotions on a rotating basis.
  • Working Relationships


Work Environment And Time Requirements


Climate-controlled office environment

8-hour workday

Hybrid work schedule: Remote on Monday & Friday, in-office on Tuesday, Wednesday, Thursday

Occasional extended hours based on workload


Minimum Qualifications


Bachelor's degree

5+ years of executive-level administrative experience or equivalent

Proficient in PC skills, especially Microsoft Office applications

Successful completion of drug and background screening

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