Administrative Assistant

Position Title: Administrative Assistant

Classification: Exempt

Reports To: Chief Financial & Operations Officer

Salary Range: $47,516 – 69,876

 

POSITION SUMMARY:

The administrative assistant will provide expanded administrative support directly to the Chief Financial & Operations Officer (CFOO). This position will work with the accounting department and other staff to support the CFOO. This position will apply specialized technical and professional principles and skills in the solution to complex administrative issues. This may include planning, developing, evaluating, advising, and improving various management control systems, policies, work methods and procedures. This position must demonstrate the ability to work independently and exercise effective and appropriate independent judgement.

 

 

GENERAL DUTIES AND RESPONSIBILITIES:

  • Assist CFOO with administrative issues; assist in the preparation and compilation monthly, quarterly, and annual reports for staff, committees and board of directors; work in coordination with theDirector of Operations and Director of Human Resources to ensure operational issues related to fiscal and operations are addressed; compose correspondence, memorandums and arrange committee meetings; travel coordination etc. Coordinate all the activities concerning CFOO which will include contacts with outside individuals, vendors and agencies.

  • Assist with the coordination, formatting and proofreading of the OLCDC financial reports, annual budget reports, worksheets and annual report.

  • Serve as liaison between CFOO and committees. Provide a bridge for smooth communication between the CFOO and other internal/external stakeholders, demonstrating leadership, trust, and support with others.

  • Interpret administrative policies, acquire, and disseminate information concerning work methods and procedures, organization, work controls and similar management functions.

  • Organize committee meetings, including preparation of all supporting materials. For example, compiling committee agenda-related materials to prepare packet for committee members.

  • Prepare a variety of written documents, including minutes from committee meetings and other formal committee meetings, special reports, contracts, presentations etc.

  • Track and follow-up on various assignments from committee, board and staff and executive meetings.

  • Assist the Accounting, Operations and HR departments with contract execution coordination, payment requests and procurement processes.

  • On-boarding assistance for the HR department.

  • Work on Special Projects as they surface and are implemented.

  • Identify and solve problems or issues, collect and analyze data, develop alternatives and make specific recommendations to CFOO.

  • Assist departments and provide support for the Executive Assistant Team.

  • Review programs, policies, and procedures in accordance with OLCDC’s priorities.

  • Conduct oneself in the best interest of OLCDC’s affiliates and partners in support of the OLCDC’s mission statement.

  • Perform other related duties as assigned.

 

 

QUALIFICATIONS:

 

  • Bachelor’s degree and three (3) years or more successful experience; or Associate’s degree and five (5) years or more successful experience supporting a senior executive in real estate, finance, not-for-profit or complex business environment performing high level administrative duties; or high school diploma or equivalent and ten (10) years or more successful progressive experience in a real estate, not-for-profit or highly complex organizational environment performing high level administrative duties.

  • Thorough knowledge of general office business machines and modern administrative practices and procedures.

  • Ability to communicate effectively, both orally and in writing.

  • Independent thinking and problem-solving skills.

  • Knowledge of current computing technologies and software applications appropriate to the position’s job responsibilities (i.e., PowerPoint, Excel, Adobe, Microsoft Word).

  • Must possess valid driver’s license and vehicle insurance or have other means to enable travel locally and non-locally, including getting to work and going to other locations during the day for meetings, etc.

 

Physical Demands & Working Conditions

  • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

  • The employee performs work remotely and in a normal office setting within a reasonable environment, consistent with the organization’s hybrid work model. While performing the duties of this job, the employee may be required to perform local and non-local travel.