Administrative Specialist

Nature of Work

This position will report to the Chief of Staff but may also report to the President and CEO. The Administrative Specialist must perform a wide variety of administrative support duties ranging from general clerical support to complex administrative coordination. To fulfill the job requirements, employees assigned to this class title must be able to do research and extract data to accomplish projects and must be able to apply judgment with respect to communications and confidentiality. This position requires intermediate or advanced level proficiency in the use of standard desktop and cloud-based software applications, including the ability to produce documents and presentations of all kinds using word processing, spreadsheet and presentation software tools.

Examples of Duties

The following list provides examples of the most typical duties for positions in this job class. Individual positions may not include all of the examples listed, nor does the list include all of the work that may be assigned to positions in this job class.

• Respond to and initiate inquiries (questions regarding purchasing, personnel, facilities, administration, specialized programs, etc.) Explain policies, answer questions, and independently resolve problems whenever feasible.
• Prepare presentation materials for use by others, editing content and adding appropriate graphic and design elements. These responsibilities may include creating basic web content.
• Communicate and provide exemplary customer service and relationship building skills with numerous people (ie: visitors to the office, tenants, board members, event attendees, various NCAIED staff, etc…) and various personality types via telephone, e-mail and face-to-face.
• Compose and/or prepare correspondence, memoranda, promotional materials, forms, newsletters, manuals, and reports using appropriate word processing and spreadsheet tools. Perform basic statistical calculations on data for reports and presentations.
• Plan, prioritize and schedule meetings and appointments for Directors and other management. Make decisions on a daily basis regarding calendars.
• Assist with grant proposals and serve as a resource for information related to the administration of grants and contracts.
• Perform specialized administrative duties required to support the organization, using discretion to make judgments based on operating guidelines.
• Support purchasing requirements for department, researching items and obtaining price quotes, entering information into organization accounting systems, receiving purchase orders, and maintaining accounting information as required.
• Compile and maintain information that may require web or library researching, gathering, compiling, and updating data and records.

Generate and organize event registration information and reports.

• Perform other administrative duties as required to support the mission and function of the organization as assigned by supervisors.

Minimum Qualification Requirements

Possess a college degree or several years of related work experience and/or training; or equivalent combination of education and experience in a business/management field, as well as administrative related work.

• Proficiency with Microsoft Office (Word, Excel and PowerPoint) and the Microsoft Platform
• Social Media (such as Facebook, Twitter, Instagram), Blogging, and WordPress knowledge a plus
• Excellent verbal and written skills is a must
• Phone etiquette and great social skills is a must
• Job will require occasional travel including attending event functions and business meetings
• Flexibility - willingness and ability to adapt to changes in procedure, responsibility or assignment
• Demonstrates accuracy and thoroughness in all aspects of position
• 24/7 iPhone mentality a must
• Ability to work under pressure and meet deadlines
• Intelligent, personable professional with a solid, steady work history
• Impeccable references and clean background (full background check will be conducted)

Job Traits:

• Detail oriented
• Team player
• Organized
• Motivated
• High level of energy
• Strong work ethic
• Strong computer software and hardware skills