Administrative Associate

2 days ago

Bethesda, MD, United States Mid-Atlantic Equity Consortium Full time

ORGANIZATIONAL OVERVIEW:

MAEC was founded in 1991 as an education non-profit dedicated to increasing access to equitable educational opportunities so all students can learn and achieve at high levels. Our mission is to promote excellence and equity in education to achieve social justice.

We collaborate with the U.S. Department of Education, the Offices for Civil Rights, the Department of Justice, state departments of education, districts, and schools to ensure that students are treated equitably and are given access to a rigorous curriculum regardless of race, gender, national origin (English Learners), sexual orientation, socioeconomic status, or religious beliefs. We provide technical assistance and professional learning for state department personnel, administrators, principals, teachers, and families on culturally responsive pedagogy, violenceand harassment prevention, prejudice reduction, family engagement, culturally proficient teacher training, compliance with educational laws and regulations, and other issues related to school improvement.

POSITION DESCRIPTION:

We are looking for a detail-oriented and dynamic individual who is comfortable prioritizing multiple tasks in a fast-paced environment. The incumbent will work closely with MAEC's President, Vice President, and Director of Finance and other staff. Duties are broad in nature and require the incumbent to work collaboratively with other staff members and exercise independent judgment related to assignments. A successful candidate will have experience working on a team and with outside clients or partners and must be high-energy, outgoing, and friendly.

RESPONSIBILITIES:

  • Manage scheduling and expense reports for the President and Vice President, including travel.
  • Generate communications and process documents (e.g., PowerPoint) on behalf of the President and Vice President.
  • Manage internal processes including contracts, copyright registration, travel, purchase requisition, scheduling, hiring, and new employee onboarding.
  • Carry out the travel process and purchase requisition process, including reviewing travel requests, making travel arrangements, completing credit card authorization forms, and assisting with the expense reimbursement process.
  • Plan and execute staff retreats and other in-person and virtual events.
  • Coordinate Board of Directors meetings, project-based meetings, and President or Vice President-lead project-based meetings; prepare meeting materials and draft minutes/action items.
  • Assist in the preparation and submission of grant proposals, reports, and other documents.
  • Master a variety of software programs and office equipment to perform assignments as well as provide technical support to staff.
  • Provide technical supportfor virtual events.
  • Perform other administrative duties including calendaring, meetings, conference calls, telephone support, and events as needed.
  • Ensure smooth day-to-day operations by serving as liaison with building management, keeping office stocked and organized with supplies, managing mail and package delivery, answering phone calls, welcoming guests/visitors, and other general office management.
  • Plan and execute office culture activities, including birthday celebrations, anniversaries, and other milestones.
  • Provide support to HR, including orientation for new employees and interns and maintaining files and records for area of responsibility.
  • Perform other duties as assigned.

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