Overview
The Administrative Assistant provides critical support for administrative and logistical needs within the External Relations department, assisting the Vice President and supporting departmental operations.
Key Responsibilities
- Support the daily workflow of the Vice President including handling appointments and complex calendar management
- Coordinate international travel as needed, including travel briefs, flights, accommodation, visa application and ground transportation
- Collate and submit expense reports, purchase orders, contract payments and other finance transactions for approval
- Support department-wide rollout of systems and processes related to expensing
- Provide finance operations support including vendor onboarding, invoice/PO/payment follow-up, workflow approval monitoring in Integra, and basic budget coding guidance as needed
- Schedule department/team meetings included reserving conference rooms and setting up IT for meetings
- Manage onboarding materials for new staff
- Maintain and update key team-wide materials
- Develop collaborative relationships with the teams
- Coordinate staff offboarding logistics
Required Experience
- At least one year in a fast-paced office setting (internship experience counts too!)
- Preferred: Experience working in a non-profit development department
- Prior experience working as an administrative assistant
- Interest in a fundraising career
- Experience working with high net-worth individuals and/or senior partners a plus
Qualifications
• Bachelor’s degree preferred but not required.
