Administrative Assistant

The Administrative Assistant will provide administrative support to all members of the Integrated Initiatives team, with additional administrative support to the senior leaders of the team, and participation in some client-facing tasks and deliverables, including grants administration work. TCC Group has offices in New York and Philadelphia and will be seeking candidates for our New York office only. The Administrative Assistant is expected to be in the office at least one (1) day per week, hybrid schedule. Duties and Responsibilities Provide Integrated Initiatives practice support across the team (70%) Supporting financial oversight processes through entering new client projects into databases, tracking and entering revenues and expenses, and processing contracts Furthering organizational learning through taking team meeting notes, organizing and distributing resources, managing organizational processes and systems, and preparing materials for presentation Assisting in the assembly of PowerPoint decks, Prezi presentations, research reports, and grant and docket materials Formatting, proofing, and copy-editing written reports and other client deliverables General client relations, including telephone and email communication, and in-person meetings. Supporting sales, including scheduling meetings, conducting preliminary research on new prospects, helping track prospect pipeline and key deadlines, compiling and editing relevant work and team bios, and proofing, editing, and formatting proposals Assisting senior team members with various operational tasks including booking travel, managing professional calendars, performing expense entry and time entry, and assisting with correspondence Support client projects (20%) Providing day-to-day project support, including notetaking and providing meeting summaries, assisting with coordination of work. Coordinating project activities through scheduling interviews and meetings for team members Monitoring and developing timelines and calendars Ongoing communication with applicants, clients, clients’ grantees, and senior team members Assisting with preparation of work plans, action plans, correspondence, application and reporting materials, and PowerPoint presentations by formatting, proofreading, and copy-editing. Provide grants administration (10%) Reviewing grant proposals for completion and conducting basic due diligence including financial analysis of organizational and programmatic budgets, reputational research, summarizing proposal highlights, and identifying points of ineligibility and/or concern. Reviewing, tracking, assessing, and/or sorting of documents relevant to grantmaking including applications, progress reports, and/or evaluation reports. Administering and processing financial documents and grant payments. Monitoring reports and report administration. Providing support and timely responses from grantees and/or related partners. Provide technical assistance to applicants and grantees through a virtual help desk called Zendesk, and route requests and needs to the appropriate Grants Manager or Project Lead. Supporting client auditing. Qualifications Required At least two years of professional experience required with a degree OR four years of direct experience. Detail orientation, an eye for consistency, accuracy, and precision in all areas of work Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds. Project management – exceptional organizational and time management skills Interest in grants administration and systems management strongly preferred. Ability to learn new platforms and systems (Fluxx, Zendesk, Mailchimp, Zoom, Airtable) High level of proficiency with all MS Office applications (Word, Excel, Outlook, and PowerPoint), and Internet search engines and databases. Strong written and verbal communication skills. Habits of Work Strong drive with ability to thrive in fast-paced environments where solutions-based thinking and creative approaches are deeply valued and critical to success of the overall project. Ability to multitask and juggle competing priorities – maintaining strong attention to detail Ability to work independently as well as collaboratively - a team player Comfortable managing up down and sideways – delegating and coordinating complex projects with moving parts to execute high-quality products Creative and self-reflective – adaptive, open-minded, and ready to try new approaches to old practices #J-18808-Ljbffr TCC Group