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Executive Assistant and Operations Manager

2 months ago

Atlanta, Georgia, United States GALEO Full time

Job Title: Executive Assistant and Operations Manager (Bilingual - English/Spanish)

Reports To: Chief Executive Officer, Deputy Director

Type: Full-Time, Hourly, Non-Exempt

Location: Norcross, GA

The position is not remote. At a minimum, three days a week will be expected in the office (Norcross) during regular business hours and as needed based on the management team and responsibilities. Based on the employee's proficiency and time management, this schedule may be revisited for additional flexibility in the future.

Mission: GALEO's mission is to increase civic participation by educating and empowering the Latino community and to develop Latino leaders through strategic leadership programs throughout the state of Georgia.

Summary:

GALEO seeks an Operations Coordinator to support the Chief Executive Officer, Deputy Director, and the organization's overall operations. This role will coordinate and manage executive scheduling, prepare and organize necessary financial and strategic materials and plans, support the CEO and Deputy Director in the organization's day-to-day operations, and work towards the goals set in the organizational strategic plan.

This role requires that the ideal candidate have exemplary time management and communication skills. The role must interact seamlessly and with a professional demeanor across a broad range of individuals, including members of the upper management, the Board of Directors, and leaders who report to the CEO/Deputy Director. To perform this job successfully, the individual must handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion, and possess the ability to identify and anticipate the CEO's/Deputy Director's needs.

Primary Responsibilities:

  • Provides high-level administrative support and assistance to CEO and Deputy Director
  • Schedules and attends meetings on behalf of executives, taking notes and recording minutes
  • Performs office management tasks, including maintaining records, ordering supplies, and handling meals for meetings
  • Basic bookkeeping and tracking/ filing of transaction backup documents
  • Liaison between GALEO/GALEO Impact Fund and CPA/Book-keeper for income/expense reporting and classification, legal compliance, and auditing
  • Interfacing with vendors and processing vendor invoices
  • Event support across all departments
  • Coordinates meetings, including attendee management, materials preparation, room set-up, and issue resolution
  • Working with partners to set up logistics for coalition meetings.
  • Coordination of the GALEO Internship Program
  • Assist with technology management and updates for staff and interns
  • Other duties as assigned by the CEO and Deputy Director

    Qualifications:
    • Strong communication and interpersonal skills
    • Highly organized and able to manage multiple deadlines and priorities
    • Willingness to work in a fast-paced & flexible environment
    • Ability to work independently and as part of a team
    • Basic understanding of bookkeeping principles
    • Extremely proficient with Google Suite/Microsoft Office Suite or similar software and able to learn new or updated software
    • Bilingual in Spanish and English
    • 1-2 years experience, preferred within the nonprofit sector
    • Preferred, but not required, college-level education. (Associate, Bachelors, etc.)
    • Required knowledge of bookkeeping software (Quickbooks)
    • Preferred, but not required, knowledge of donor management/ communications technology
    • Reliable transportation and ability to work from the office at least 3 days per week
    • Ability to lift up to 30 lbs

      Salary & Benefits:

      GALEO offers a competitive salary commensurate with experience. Benefits include health insurance, dental, vision, and 401k match. Hourly pay rate range: $20.00-$26.00 per hour based upon relevant experience.

      GALEO is an equal opportunity employer and encourages people of color, low-income people, women, gender non-conforming, and LGBTQI people to apply.

      Applications will be reviewed on a rolling basis. The application deadline is June 30, 2024, with interviews on a rolling basis and concluded by July 7th. The preferred start date is July 8th or sooner.

      GALEO LCDF and GALEO Impact Fund are equal opportunities/affirmative action employers. All qualified persons are encouraged to apply regardless of race, color, creed, ethnicity, national origin, ancestry, age, height, weight, sex, gender identity, sexual orientation, disability, HIV status, marital or domestic partner status, or religious affiliation.