Program Assistant

1 week ago

Tallahassee, FL, United States AARP Full time
Overview

AARP is the nation's largest nonprofit, nonpartisan organization dedicated to empowering people 50 and older to choose how they live as they age. With a nationwide presence, AARP strengthens communities and advocates for what matters most to the more than 100 million Americans 50-plus and their families: health and financial security, and personal fulfillment. AARP also works for individuals in the marketplace by sparking new solutions and allowing carefully chosen, high-quality products and services to carry the AARP name. As a trusted source for news and information, AARP produces the nation's largest-circulation publications, AARP The Magazine and the AARP Bulletin.

AARP's Community, State and National Affairs (CSN) Group includes Government Relations, Programs, Volunteer Engagement, Community Outreach and Advocacy at the federal, state and local levels. It delivers on AARP's social mission by educating and engaging people 50-plus and their families, strengthening communities, and championing issues that help give people financial and health security.

The Program Assistant in Tallahassee, FL, provides essential administrative, operational, and office management support to ensure the smooth functioning of office activities and advocacy initiatives. This role coordinates logistics for meetings and special events, prepares materials, manages scheduling, and maintains accurate records. Additionally, the Program Assistant supports legislative tracking, digital voting record publishing, and compliance reporting, helping the team stay organized and prepared. The position also oversees office management responsibilities, including ordering and stocking office supplies, maintaining daily office operations, managing mail, overseeing office equipment, coordinating with building services to ensure a well-functioning work environment, and serving as the office's primary point of contact.

Responsibilities

  • Provides administrative support to a business unit or department.
  • Supports meeting administration by creating presentations, facilitating meetings, maintaining meeting schedules, and/or coordinating logistics.
  • Tracks budgets and program activities.
  • Provides support for various systems the business unit utilizes to execute work, maintains databases, and generates reports.
  • Assists with volunteer communications and the coordination of volunteer training, events, and expense management.
Qualifications
  • 2+ years of progressively responsible administrative experience; or an equivalent combination of training and experience related to the duties of the position.
  • Ability to work in a fast-paced environment. Must be detail-oriented and have solid organizational skills with the ability to manage multiple priorities and deadlines.
  • Ability to work independently, but with good judgment as to when to seek assistance/guidance.
  • High degree of proficiency with MS Office Suite, spreadsheet applications, document design applications and general technical aptitude required.
  • Occasional local travel required, combined with less than 5% other travel within the state to regional meetings and to AARP's National Office.
  • Must work effectively in a team environment and within a highly matrixed organization.
Preferred:
  • Experience in SharePoint, Smartsheet, Quorum, or Lobbyists.
  • Completion of an Associate's Degree in a related discipline.
Additional Requirements:
  • Regular and reliable job attendance.
  • Effective verbal and written communication skills.
  • Exhibit respect and understanding of others to maintain professional relationships.
  • Independent judgement in evaluation options to make sound decisions.
  • In office/open office environment with the ability to work effectively surrounded by moderate noise.
  • Ability to occasionally lift up to 25 pounds.

AARP will not sponsor an employment visa for this position at this time.

Hybrid Work Environment

AARP observes Mondays and Fridays as remote workdays, except for essential functions. Remote work can only be done within the United States and its territories.

Compensation and Benefits

AARP offers a competitive compensation and benefits package including a 401(k); 100% company-funded pension plan; health, dental, and vision plans; life insurance; paid time off to include company and individual holidays, vacation, sick, caregiving, and parental leave; performance-based and peer-based recognition and tuition reimbursement.

Equal Employment Opportunity

AARP is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. AARP does not discriminate on the basis of race, ethnicity, religion, sex, color, national origin, age, sexual orientation, gender identity or expression, mental or physical disability, genetic information, veteran status, or on any other basis prohibited by applicable law.

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