Administrative Assistant

20 hours ago

Minneapolis, United States Alight Full time
POSITION DESCRIPTION
Administrative Assistant

November 2024 | Full Time | Minneapolis-Based

Responsible to: Chief Executive Officer (CEO)

Supervisory Capacity: None

Organization Description

For 35 years in the Middle East Questscope has impacted the lives of marginalized clients (i.e. beneficiaries of our services) through mentorship, social justice, education, entrepreneurship, creative arts and mental wellbeing for “putting the last first.” We are poised and ready to do more, reach further, and increase our scope and impact.

To learn more visit Questscope.org.

Position Overview:

We are seeking a compassionate and detail-oriented individual for the role of Administrative Assistant. This position is essential to Questscope as it performs administrative support functions that allow the organization to operate smoothly. The ideal candidate will excel in organization, communication, and multitasking while working in a dynamic and often fast paced environment.

Key Responsibilities:

Administrative Support:

  • Calendaring and Meeting Support (10%):
    • Manage the daily, weekly, and monthly work schedule for the CEO, ensuring timely updates and notifications of changes.
    • Organize zoom meetings and events.
    • Attend meetings as requested, taking and distributing minutes/notes.
  • General Administration (30%):
    • Provide administrative support by composing and editing confidential correspondence, memoranda, contracts, and proposals.
    • Assist in producing and editing organizational documents and presentations.
    • Maintain an organized office system, including data management, filing, and updating contact lists.
    • Prep board meetings (e.g., board book, zoom details, communication with Board, minutes) to include streamlining the process (e.g., preparing a calendar of Board affairs/resolutions; supporting the preparation of the agenda; documenting decisions made and action items assigned; maintaining Board archives).
    • Triage IT support requests, troubleshoot when possible, and escalate issues to the IT lead as necessary.
    • Handle credit card reconciliation and reimbursement paperwork
    • Prepare travel arrangements including itineraries.

  • Development & Communications Back-Office     (40%):
    • Monitor the Infous inbox and the main US office line; act as the first point of contact for Questscope and liaise with Alight services.
    • Coordinate with vendors for direct mailings and other services and maintain relationships with suppliers.
    • Prepare supporting documents for small grant proposals and monitor grant reporting processes to ensure timely submissions.
    • Oversee donations from small and medium donors and advise on thanking process
    • Update database with relevant donor information
    • Provide reports and donor lists from donor database.
  • Refugee Resettlement Coordination (20%):
    • Oversee the administration involved in Questscope’s refugee resettlement project by responding to sponsor teams’ needs, ensuring policy compliance, fostering collaboration among stakeholders, facilitating weekly zoom calls, and more.

Qualifications:

  • Bachelor’s degree in business administration or a related field.
  • 3+ years proven experience as an administrative assistant or in a related administrative role.
  • Strong organizational skills and the ability to manage multiple tasks effectively.
  • Excellent written and verbal communication skills.
  • Cultural sensitivity and the ability to work with diverse populations.
  • Ability to work independently and collaboratively as part of a team.
  • Previous experience with refugee resettlement preferred and Arabic language preferred

What we offer – Compensation and Benefits

  • Learning & Development: Access thousands of free online learning courses to take at your own pace and tailor to your professional goals.
  • Health, dental, and MedEvac Insurance: We strive to offer the best-in-class healthcare plans to our staff each year. We cover 100% of the cost for your health premium and 75% of the cost for coverage for your spouse/dependents.
  • Retirement: We contribute 6% of your salary regardless of your contribution amount, after one year of service.
  • Generous Leave Time: Between vacation days, personal leave days, and holidays, you have ample opportunity to take time off when you need it.


Questscope/Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or protected veteran status. Questscope/Alight complies with all applicable laws governing nondiscrimination in employment.

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