Sr. Administrative Assistant

1 week ago

Azusa, United States Robert Half Full time
Job DescriptionJob DescriptionWe are offering a contract for a Sr. Administrative Assistant role in the non-profit industry, located in Azusa, California. The individual will be responsible for providing administrative, clerical, and operational support in the field of Organ Donation.

Responsibilities:
• Serve as the main contact for both internal and external stakeholders regarding matters related to the Vice President of Transplant Services and the General Counsel.
• Facilitate smooth communication between the Vice Presidents and internal departments, maintaining credibility, trust, and support with senior management staff.
• Keep the Vice Presidents informed of upcoming commitments and responsibilities, and ensure appropriate follow-ups.
• Coordinate meetings, including the development of agendas, preparation of packets, scheduling, notifying attendees, and arranging food delivery if necessary.
• Handle conflicting priorities, address issues promptly and proactively, and ensure successful completion of projects, often under deadline pressures.
• Assist the Vice Presidents with operational needs such as updating leadership schedules, coordinating conference registrations, arranging travel, and managing expense reports.
• Maintain electronic files and ensure the security of confidential information.
• Prepare reports, memos, letters, and other documents using Microsoft Office products.
• Assist the Vice Presidents with educational events as required. This may involve preparing presentations, maintaining attendance rosters, assembling meeting packets, and coordinating external speakers.
• Maintain electronic records of staff compliance with mandatory education.
• Attend department staff meetings, annual hazard communication and control safety training sessions, and complete various mandatory online training courses.
• Support the Vice Presidents with assigned projects.
• Coordinate travel arrangements, including flights, accommodations, and ground transportation, to ensure smooth logistics and timely reimbursements.• Minimum of 3 years' experience in an administrative role within the non-profit sector
• Proficiency in ADP - Financial Services for managing transactions and financial records
• Experience in designing and managing Banner Ads for promotional activities
• Proficient in Cisco Webex Meetings for organizing and conducting virtual meetings and webinars
• Experience with Concur for travel and expense management
• Knowledge of CRM systems for managing donor or member relationships effectively
• Familiarity with About Time software for effective time and resource management
• Experience in budget processes, including planning, tracking, and reporting
• Strong calendar management skills, with the ability to manage complex schedules and appointments
• Excellent communication skills, both written and verbal, for effective interaction with team members and stakeholders
• Experience in managing conference calls, including scheduling, hosting, and follow-up activities
• Proficiency in Microsoft Excel for data management and analysis.

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