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Administrative Assistant

2 months ago

Troy, United States Harvard Resource Solutions LLC Full time

We were recently engaged in a new search for an Administrative Assistant on a direct hire basis for our nonprofit client located in Troy, MI.

Please let me know if you, or someone you know, might be interested.

Location: Troy, MI

Title: Administrative Assistant

Working Arrangement: Hybrid (In office Tuesdays and Wednesdays)

Reason for opening: Open Vacancy

Position Description

· Reconcile monthly grant dockets and support portfolio trend analyses.

· Assist program officers and grants management in ensuring timely completion of grantee requirements.

· Collaborate with Managing Director and Communications Officer on the quarterly newsletter, including sourcing and editing content.

· Optimize internal processes and maintain data and digital resources in Box and Asana.

· Plan and implement Lunch & Learns, webinars, and grantee convenings, including logistics and content preparation.

· Organize and manage team calendar, meetings, retreats, and conferences.

· Schedule and coordinate internal and external group meetings, including logistics and materials.

· Arrange business travel for the Managing Director and team members.

· Assist Managing Director in submitting Board and Workgroup materials.

· Prepare correspondence, proofread memos, and manage grantee and partner contacts.

· Process department expenses and resolve discrepancies with Finance.

· Serve as the first point of contact for internal stakeholders regarding documents and information.

· Respond to general grant inquiries and distribute to team members.

· Draft and process consulting contracts and manage consultant records.

· Prepare mailings, shipments, and distribute department mail.

· Assist with administrative budget tracking and data management.

· Represent the foundation professionally and provide customer service.

· Ensure effective filing and document management.

· Provide secondary back-up for telephone and receptionist duties.

· Perform local off-site work and light travel for meeting preparations.

· Perform other duties as assigned.

Requirements for Duties for Administrative Assistant

· High school diploma required; Associate degree preferred.

· Coursework in business administration, project management, arts, or design preferred.

· Three years of professional office experience; nonprofit art, culture, or community development experience preferred.

· Strong interpersonal and communication skills.

· Proficient in Microsoft Word, Excel, PowerPoint, Outlook, and project management software.

· Experience in calendar management, project management, travel arrangements, and proofreading.

· Ability to maintain confidentiality and practice discretion.