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Administrative Assistant

4 months ago

Pikesville, United States International Dyslexia Association Full time
Job DescriptionJob DescriptionPosition Overview:As an Administrative Coordinator to the COO, you will play a vital role in ensuring the efficient operation of the organization by providing administrative support and assisting with finance and operational tasks. You will work closely with the COO to streamline processes, manage projects, and facilitate communication within the organization. 
Primary Duties and Responsibilities:
  • Administrative Support: Provide administrative support to the COO, including managing email correspondence, scheduling meetings, and maintaining calendars
  • Finance Support: Assist with financial tasks such as gathering statements and necessary documents for monthly reconciliations; generating invoices upon request; perform AR collections; and assisting with the reconciliation reports for finance operations
  • Budget Management: Support the COO in monitoring departmental budgets, tracking expenses and identifying areas for cost savings or optimization. 
  • Database Management: Assist with data entry and management of databases, lists, and other organizational records (e.g., uploading and reviewing vendor bills, maintaining vendor profiles, financial and operational tracking, etc.)
  • Vendor Management: Collect vendor information, maintain complete and accurate vendor profiles, and serve as a liaison to vendors to resolve any billing inquiries promptly.
  • Operational Coordination: Coordinate day-to-day operational activities, including procurement, vendor management, and other various operational management functions, to ensure the smooth functioning of the organization.
  • Communication: Serve as the primary point of contact for the finance email mailbox, ensuring effective communication and collaboration. 
  • Documentation: Prepare and edit correspondence, reports, and presentations on behalf of the COO, ensuring accuracy and professionalism
  • Information Management: Organize and maintain files, folders, records, and other documents related to the COO’s role, ensuring confidentiality and accessibility. Maintain accurate and up-to-date records related to finance, operations, and administrative tasks, utilizing appropriate software and systems.
  • Project Support: Assist with special projects and initiatives led by the COO, including research, data collection, and project coordination.
  • Policy Compliance: Ensure compliance with organizational policies, procedures, and regulations related to finance, operations and administrative functions, as directed by the COO.
  • Other Duties: Perform other duties as assigned.
Experience, Skills and Additional Requirements:
  • Bachelor’s degree preferred, but not required
  • 3+ years of experience providing high-level administrative support
  • Proficiency in Microsoft Office suite, Google Workspace and experience with accounting software 
  • Excellent organizational skills and attention to detail, with the ability to prioritize tasks and manage multiple deadlines effectively
  • Strong communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders
  • Flexibility and adaptability to changing priorities and responsibilities