Program Assistant

2 months ago

washington, United States Greater Washington Urban League Full time

General Summary


The Greater Washington Urban League is seeking a highly organized and detail-oriented Program Assistant to provide comprehensive administrative support to the Entrepreneurship Center Program Director. This position plays a critical role in ensuring the smooth operation of the program by handling a wide range of administrative tasks and acting as a key liaison for both internal and external stakeholders. The ideal candidate will have a proactive attitude, strong communication skills, and the ability to manage multiple tasks efficiently. Given the dynamic nature of the executive landscape, we rely on Executive Assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations. In addition, the Executive Assistant will need to conduct research, prepare statistical reports, and handle information requests, as well as perform routine administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.


Essential Duties and Responsibilities


According to the ADA 1990, reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.


  • Provide executive-level administrative assistance, including drafting emails, letters, reports, and preparing presentations. Ensure all materials are accurate and timely.
  • Coordinate and maintain the Program Director’s calendar, scheduling appointments, meetings, and events. Ensure logistics are arranged and that the Program Director is fully prepared for each engagement.
  • Organize and coordinate meetings, including preparing agendas, distributing materials, arranging meeting rooms, and taking and distributing minutes or action items.
  • Arrange complex travel itineraries for the Program Director, including booking flights, accommodations, transportation, and preparing travel documentation.
  • Maintain an organized office environment by managing supplies, and filing systems, and ensuring the proper functioning of office equipment.
  • Assist in preparing and managing budgets, processing expense reports, tracking invoices, and ensuring timely payments. Maintain accurate financial records for the Entrepreneurship Center program.
  • Act as the point of contact for communications with program staff, external partners, and other stakeholders on behalf of the Program Director. Ensure timely responses to inquiries and requests for information.
  • Administer the creation, review, and filing of all key program documents, contracts, and agreements. Ensure that all documentation is accurate, up-to-date, and compliant with organizational policies.
  • Assist in planning and executing events, conferences, and workshops related to the Entrepreneurship Center program, including coordinating with vendors, managing invitations, and handling event logistics.
  • Provide support on special projects or initiatives as assigned by the Program Director, ensuring tasks are completed on time and objectives are met.
  • Handle sensitive information with the utmost discretion and maintain confidentiality regarding all communications and records.


Qualifications


  • Bachelor’s degree in business administration, communications, or a related field.
  • A minimum of three years of experience in an executive assistant or similar administrative role, preferably in a nonprofit or program-driven environment.
  • Familiarity with project management software or tools is preferred.
  • Knowledge of financial tracking and reporting procedures is preferred.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
  • Excellent written and verbal communication skills.
  • Superior organizational skills with the ability to multitask and manage time efficiently.
  • Strong attention to detail, particularly in scheduling, document preparation, and budget management.
  • Must be a U.S. citizen;
  • Must successfully complete a criminal background investigation;
  • Strong verbal and written communication skills; leadership and team-building skills are a must.
  • Must be detail-oriented and possess organization and critical thinking skills

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