American Red Cross
Houston, Texas
Please use Google Chrome or Mozilla Firefox when accessing Candidate Home. By joining the American Red Cross you will touch millions of lives every year and experience the greatness of the human spirit at its best. Are you ready to be part of the world's largest humanitarian network? Join us—Where your Career is a Force for Good! Job Description: WHY CHOOSE US? As one of the nation’s premier humanitarian organizations, the American Red Cross is dedicated to helping people in need throughout the United States and, in association with other Red Cross networks, throughout the world. When you join our team, you have a direct impact on a meaningful mission, and you can help save lives every day. If you share our passion for helping people, join us in this excellent career opportunity. Work where your career is a force for good. We are committed to the diversity of our workforce and to delivering our programs and services in a culturally competent manner reflecting the communities we serve. Our work environment is collaborative, respectful, and inclusive with a focus on building allyship and a culture of belonging that empowers all team members. Come to learn, grow, and succeed while sharing your passion for making a difference. The Red Cross supports a variety of cultural and community resource groups for employees and volunteers. From the Ability Network, our Asian American & Pacific Islander Resource Group, the Latino Resource Group, and Red Cross PRIDE, to the Umoja African American Resource Group, our Veterans+ Resource Group, and the Women’s Resource Group, these networks provide connections, mentoring and help give voice to important concerns and opinions. At the American Red Cross, your uniqueness can shine! WHAT YOU NEED TO KNOW (Job Overview): Provide functional support to Disaster Program Manager and Leadership at a regional level or take full cycle responsibility to provide service delivery programs within a defined geography. Support the Disaster Program Manager and volunteer workforce to support local communities by providing services to include but are not limited to: response to recurrent local disasters (house fires, floods, etc.), capacity building for mass care service delivery, participation in the Home Fire Campaign, and direct assistance and recovery services to those impacted by disasters. Develop, guide, and support team of trained volunteers, as well as implement and develop initiatives to increase Red Cross visibility through program/service delivery of disaster preparedness, response, and recovery programs. Provide support, development and/or leadership guidance to all volunteers. Perform all duties and responsibilities in compliance with standard operating procedures and other applicable Federal, State and local regulations. WHERE YOUR CAREER IS A FORCE GOOD (Key Responsibilities): Facilitate and support the development and implementation of strategies, initiatives, tools, plans, processes and procedures within a functional area, or, through the development of volunteer leadership, oversee the implementation of the full disaster cycle of an assigned sub-territory. Functional areas may include: Mass Care, Client Casework, Health & Mental Health Services, Logistics, Information Management & Situational Awareness, Partnerships & Emergency Management, Workforce Development, Preparedness, General Volunteer Support & Engagement, or Home Fire Campaign. Analyze opportunities for improved program service and make recommendations for implementation. Implement assigned programs or services to meet goals. Support local preparation, response and recovery activities as well as maintain government partnerships with assigned territory. Assist with a broader division and national network of disaster responders and help with deployments and relief operation activity outside immediate region. This may include physical deployment to impacted communities. Engage and develop a volunteer team responsible for the implementation of disaster preparedness, response, and recovery programs in the local area. Ensure the development of leadership volunteers in each of the assigned program support functional areas of the disaster cycle in order to meet the needs of the assigned geography. Support local responses through the deployment of volunteer leaders on a daily basis in a rapid and accessible manner. Qualified and experienced volunteer leaders should be placed in key roles first. If volunteer leadership is unavailable, may service during times of disaster. Participate in local planning, exercises, and training, including exercises called by local partners Volunteer Organizations Active in Disaster, Emergency Management Agencies and Local Emergency Planning Committees (VOADs, EMAs and LEPCs). May evaluate and report effectiveness of program or service. Prepare recommendations for continuous improvement. Serve as the Red Cross thought leader as needed with local level with government and other agencies and organizations involved in disaster. Key representative of Red Cross in the community, interfacing with local officials and developing plans with community leaders. Ensure activities are in compliance with regional and national procedures and policies. Scope: Individual contributor that works under limited supervision. Applies subject matter knowledge; requires capacity to understand specific needs or requirements to apply skills/knowledge. WHAT YOU NEED TO SUCCEED (Minimum Qualifications): Education: Bachelor's degree required. Experience: Minimum 3 years of experience with social services or service/program delivery, or equivalent combination of education and related experience required. The ideal candidate will bilingual, Spanish preferred Management Experience: n/a Skills & Abilities: Ability to coordinate staff and volunteer activities. Excellent interpersonal, verbal and written communication skills. Develop project plans & budgets. Demonstrate in-depth knowledge of program or service, ability to create presentations and training modules, and strategies to achieve organizational goals. Demonstrated analytical and decision- making skills to interpret program trends, results, formulate recommendations, and develop creative processes for continuous program or service improvements. Proven track record of collaboration with diverse groups and individuals, managing multiple priorities, facilitation, problem solving, marketing, leadership, and partnership management. Additionally, this position requires ability for planning, public speaking, project management and process improvement. Individual must be customer oriented, organized, and able to operate with an orientation toward solutions with an external focus, and team orientation. Intermediate level proficiency with MS Office software, including Word, Excel, PowerPoint and Outlook. Familiarity with federal, state, and local employment laws. Must be able to perform all assigned responsibilities under “grey sky” requirements. Ability to work in a matrixed environment and on a team. Travel: Travel will be required. A valid driver’s license is required. * Combination of candidate’s education and general experience satisfies requirements so long as the total years equate to description’s minimum education and general experience years combined (Management experience cannot be substituted). Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel; and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 15 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The work environment will consist of moderate noise (i.e. business office with computers, phones and printers, light traffic). The employee must have the ability to work in a small cubicle and have the ability to sit at a computer terminal for an extended period of time . BENEFITS FOR YOU: We take care of you, while you take care of others. As a mission-based organization, we believe our team needs great support to do great work. Our comprehensive benefits help you in balancing home and work. With our resources and perks, you have amazing possibilities at the American Red Cross to advance the learn. • Medical, Dental Vision plans • Health Spending Accounts & Flexible Spending Accounts • PTO + Holidays • 401K with 5% match • Paid Family Leave • Employee Assistance • Disability and Insurance: Short + Long Term • Service Awards and recognition Apply now! Joining our team will provide you with the opportunity to make a difference every day. The American Red Cross is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. Interested in Volunteering? Life’s emergencies don’t stop, and neither do American Red Cross volunteers, who represent more than 90 percent of our workforce to help prevent and alleviate human suffering. You can make a difference by volunteering in a position that appeals to you and allows you to use your unique skills and talents. The Red Cross relies on generous volunteers who give their time and talent to help fulfill our lifesaving mission. Visit redcross.org/volunteertoday to learn more, including our most-needed volunteer positions. To view the EEOC Summary of Rights, click here: Summary of Rights
Please use Google Chrome or Mozilla Firefox when accessing Candidate Home. By joining the American Red Cross you will touch millions of lives every year and experience the greatness of the human spirit at its best. Are you ready to be part of the world's largest humanitarian network? Join us—Where your Career is a Force for Good! Job Description: WHY CHOOSE US? As one of the nation’s premier humanitarian organizations, the American Red Cross is dedicated to helping people in need throughout the United States and, in association with other Red Cross networks, throughout the world. When you join our team, you have a direct impact on a meaningful mission, and you can help save lives every day. If you share our passion for helping people, join us in this excellent career opportunity. Work where your career is a force for good. We are committed to the diversity of our workforce and to delivering our programs and services in a culturally competent manner reflecting the communities we serve. Our work environment is collaborative, respectful, and inclusive with a focus on building allyship and a culture of belonging that empowers all team members. Come to learn, grow, and succeed while sharing your passion for making a difference. The Red Cross supports a variety of cultural and community resource groups for employees and volunteers. From the Ability Network, our Asian American & Pacific Islander Resource Group, the Latino Resource Group, and Red Cross PRIDE, to the Umoja African American Resource Group, our Veterans+ Resource Group, and the Women’s Resource Group, these networks provide connections, mentoring and help give voice to important concerns and opinions. At the American Red Cross, your uniqueness can shine! WHAT YOU NEED TO KNOW (Job Overview): Provide functional support to Disaster Program Manager and Leadership at a regional level or take full cycle responsibility to provide service delivery programs within a defined geography. Support the Disaster Program Manager and volunteer workforce to support local communities by providing services to include but are not limited to: response to recurrent local disasters (house fires, floods, etc.), capacity building for mass care service delivery, participation in the Home Fire Campaign, and direct assistance and recovery services to those impacted by disasters. Develop, guide, and support team of trained volunteers, as well as implement and develop initiatives to increase Red Cross visibility through program/service delivery of disaster preparedness, response, and recovery programs. Provide support, development and/or leadership guidance to all volunteers. Perform all duties and responsibilities in compliance with standard operating procedures and other applicable Federal, State and local regulations. WHERE YOUR CAREER IS A FORCE GOOD (Key Responsibilities): Facilitate and support the development and implementation of strategies, initiatives, tools, plans, processes and procedures within a functional area, or, through the development of volunteer leadership, oversee the implementation of the full disaster cycle of an assigned sub-territory. Functional areas may include: Mass Care, Client Casework, Health & Mental Health Services, Logistics, Information Management & Situational Awareness, Partnerships & Emergency Management, Workforce Development, Preparedness, General Volunteer Support & Engagement, or Home Fire Campaign. Analyze opportunities for improved program service and make recommendations for implementation. Implement assigned programs or services to meet goals. Support local preparation, response and recovery activities as well as maintain government partnerships with assigned territory. Assist with a broader division and national network of disaster responders and help with deployments and relief operation activity outside immediate region. This may include physical deployment to impacted communities. Engage and develop a volunteer team responsible for the implementation of disaster preparedness, response, and recovery programs in the local area. Ensure the development of leadership volunteers in each of the assigned program support functional areas of the disaster cycle in order to meet the needs of the assigned geography. Support local responses through the deployment of volunteer leaders on a daily basis in a rapid and accessible manner. Qualified and experienced volunteer leaders should be placed in key roles first. If volunteer leadership is unavailable, may service during times of disaster. Participate in local planning, exercises, and training, including exercises called by local partners Volunteer Organizations Active in Disaster, Emergency Management Agencies and Local Emergency Planning Committees (VOADs, EMAs and LEPCs). May evaluate and report effectiveness of program or service. Prepare recommendations for continuous improvement. Serve as the Red Cross thought leader as needed with local level with government and other agencies and organizations involved in disaster. Key representative of Red Cross in the community, interfacing with local officials and developing plans with community leaders. Ensure activities are in compliance with regional and national procedures and policies. Scope: Individual contributor that works under limited supervision. Applies subject matter knowledge; requires capacity to understand specific needs or requirements to apply skills/knowledge. WHAT YOU NEED TO SUCCEED (Minimum Qualifications): Education: Bachelor's degree required. Experience: Minimum 3 years of experience with social services or service/program delivery, or equivalent combination of education and related experience required. The ideal candidate will bilingual, Spanish preferred Management Experience: n/a Skills & Abilities: Ability to coordinate staff and volunteer activities. Excellent interpersonal, verbal and written communication skills. Develop project plans & budgets. Demonstrate in-depth knowledge of program or service, ability to create presentations and training modules, and strategies to achieve organizational goals. Demonstrated analytical and decision- making skills to interpret program trends, results, formulate recommendations, and develop creative processes for continuous program or service improvements. Proven track record of collaboration with diverse groups and individuals, managing multiple priorities, facilitation, problem solving, marketing, leadership, and partnership management. Additionally, this position requires ability for planning, public speaking, project management and process improvement. Individual must be customer oriented, organized, and able to operate with an orientation toward solutions with an external focus, and team orientation. Intermediate level proficiency with MS Office software, including Word, Excel, PowerPoint and Outlook. Familiarity with federal, state, and local employment laws. Must be able to perform all assigned responsibilities under “grey sky” requirements. Ability to work in a matrixed environment and on a team. Travel: Travel will be required. A valid driver’s license is required. * Combination of candidate’s education and general experience satisfies requirements so long as the total years equate to description’s minimum education and general experience years combined (Management experience cannot be substituted). Physical Requirements: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel; and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 15 pounds and occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The work environment will consist of moderate noise (i.e. business office with computers, phones and printers, light traffic). The employee must have the ability to work in a small cubicle and have the ability to sit at a computer terminal for an extended period of time . BENEFITS FOR YOU: We take care of you, while you take care of others. As a mission-based organization, we believe our team needs great support to do great work. Our comprehensive benefits help you in balancing home and work. With our resources and perks, you have amazing possibilities at the American Red Cross to advance the learn. • Medical, Dental Vision plans • Health Spending Accounts & Flexible Spending Accounts • PTO + Holidays • 401K with 5% match • Paid Family Leave • Employee Assistance • Disability and Insurance: Short + Long Term • Service Awards and recognition Apply now! Joining our team will provide you with the opportunity to make a difference every day. The American Red Cross is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law. Interested in Volunteering? Life’s emergencies don’t stop, and neither do American Red Cross volunteers, who represent more than 90 percent of our workforce to help prevent and alleviate human suffering. You can make a difference by volunteering in a position that appeals to you and allows you to use your unique skills and talents. The Red Cross relies on generous volunteers who give their time and talent to help fulfill our lifesaving mission. Visit redcross.org/volunteertoday to learn more, including our most-needed volunteer positions. To view the EEOC Summary of Rights, click here: Summary of Rights
Ser Jobs
Houston, TX
WHO WE ARE SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment. We believe the power and purpose of work can transform lives and communities. SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."
Brighter Futures: We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
Better Opportunities: SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
Bigger Network: We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.
VISION To be the premier workforce opportunity provider in the Texas Gulf Coast Region. MISSION STATEMENT To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services. VALUES Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality ABOUT THE POSITION Job Title: Program Administrative Specialist FLSA Status: Exempt Department: Programs Reports To: Director of Programs Typical Workdays: Monday - Friday Typical Work Hours: 8:00 a.m. to 5:00 p.m. Overtime Required: N/A Education: Associate’s Degree in a related field. Bachelor’s degree preferred. Related Experience: Minimum of two (2) years of Administrative Assistant experience. Training: N/A Licenses & Certifications: N/A POSITION SUMMARY The Program Administrative Specialist will provide administrative and program support for the Director of Programs and other senior leaders. This position works closely with the senior leadership team to perform the highest level of administrative duties. This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis. Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events. This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. ESSENTIAL FUNCTIONS ADMINISTRATIVE SUPPORT:
Gain full understanding of SER programs as well as its targets and outcomes.
Organize and schedule client and internal meetings and events.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, making arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic response.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Compose, proof, and distribute letters, memos, reports, spreadsheets, presentations, and related outgoing materials.
Perform data monitoring/maintenance with little supervision. Ensure quality and timely execution of deliverables. Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
LEADERSHIP SUPPORT:
Advise the Director of Programs and other senior leaders on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the Director of Programs’ and other senior leaders’ calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings.
Understand the Director of Programs’ plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
Maintain regular contact with the Director of Programs, and other senior leaders, during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the Director of Programs and other senior leaders are prepared for all meetings. Provide all necessary pre-reading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the Director of Programs on all matters. Represent the Director of Programs at community and business functions.
Manage various special projects as assigned by the Director of Programs and other senior leaders.
Keep track of the Director of Programs’ expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
Organize and expedite the flow of work through the Director of Programs’ offices in a timely manner to assist in alleviating the executive workload.
Liaise with senior-level employees and external contacts on behalf of the Director of Programs.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
CUSTOMER SERVICE:
Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Minimum of two (2) years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of two (2) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Office suite and other software programs and platforms such as Salesforce and Zoom.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
Ability to self-direct and prioritize among competing goals and to initiate process improvements.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
Sound judgment and high sense of accountability.
Discretion in working with highly confidential matters and material.
Ability to builds and maintains effective and trusting working relationships.
Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.
Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.
WHO WE ARE SER-Jobs is a nonprofit community organization that educates and equips people in the Texas Gulf Coast Region who come from low-income backgrounds or who have significant barriers to employment. We believe the power and purpose of work can transform lives and communities. SER is the Spanish verb, "to be," so that is exactly what we impart on the people we serve - that they can be whatever they want "to be."
Brighter Futures: We empower our clients "to be" the best they can, and "to be" in the career path that fits their talents and interests.
Better Opportunities: SER engages employers in strong growth industries "to be" an opportunity of a lifetime to someone who needs a second chance (or maybe even a first).
Bigger Network: We aim "to be" in strong partnerships with complementary organizations throughout the communities we serve.
VISION To be the premier workforce opportunity provider in the Texas Gulf Coast Region. MISSION STATEMENT To help individuals from low-income communities transform their lives through education, training employment, and financial empowerment services. VALUES Accountability ~ Innovation ~ Respect ~ Excellence ~ Equality ABOUT THE POSITION Job Title: Program Administrative Specialist FLSA Status: Exempt Department: Programs Reports To: Director of Programs Typical Workdays: Monday - Friday Typical Work Hours: 8:00 a.m. to 5:00 p.m. Overtime Required: N/A Education: Associate’s Degree in a related field. Bachelor’s degree preferred. Related Experience: Minimum of two (2) years of Administrative Assistant experience. Training: N/A Licenses & Certifications: N/A POSITION SUMMARY The Program Administrative Specialist will provide administrative and program support for the Director of Programs and other senior leaders. This position works closely with the senior leadership team to perform the highest level of administrative duties. This position will also work independently and proactively on numerous complex administrative tasks, exercising the utmost discretion, and delivering independent and sound judgment on a consistent basis. Such duties include but are not limited to attending meetings and keeping minutes, receiving and screening phone calls, booking (and unbooking) travel, scheduling (and rescheduling) meetings, keeping track of time and expenses, maintaining an executive's schedule, assisting in planning appointments, board meetings, conferences etc., managing information technology, creating presentations or proposals. This position is responsible for handling highly confidential documents and information, communication and information management, and managing supplies and events. This position is also responsible for providing high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, and arranging conference calls. ESSENTIAL FUNCTIONS ADMINISTRATIVE SUPPORT:
Gain full understanding of SER programs as well as its targets and outcomes.
Organize and schedule client and internal meetings and events.
Coordinate all office and administrative support duties including answering the phone, directing calls to others as appropriate, making arrangements for visitors, invoice processing and coding, records management, and other administrative needs.
Understand the travel policy, passport and Visa requirements, travel advisories, and required immunizations for international travel.
Participate in business continuity planning and activities including natural disaster and pandemic response.
Maintain various Microsoft Outlook email distribution lists, Microsoft SharePoint sites, and Microsoft Teams activities.
Define methodology, monitoring, and assuring compliance with document retention policy and procedures.
Plan and coordinate logistics and materials for meetings, team retreats, and other events as needed.
Work collaboratively and coordinate with other Administrative Assistants across the organization for planning and implementing events and meetings during the year.
Read, sort, and analyze incoming correspondence, memos, submissions, emails, abstracts, protocols, and reports in order to determine their significance and plan their distribution.
Compose, proof, and distribute letters, memos, reports, spreadsheets, presentations, and related outgoing materials.
Perform data monitoring/maintenance with little supervision. Ensure quality and timely execution of deliverables. Maintain an efficient system of distribution lists and organizational charts to ensure efficient generation of correspondence and communication.
Manage the flow of information, organizing appointments, and maintaining up-to-date calendars to ensure effective prioritization of tasks.
Coordinate logistics for meetings, conferences, events, etc. to maximize time, efficiency, and value.
Manage purchase requisitions and vendor payments in support of strategic activities and processing of monthly expenses.
Initiate office equipment service calls and follows up to ensure that required maintenance/repairs are performed in a timely manner.
Other pertinent and appropriate duties as assigned.
LEADERSHIP SUPPORT:
Advise the Director of Programs and other senior leaders on time and calendar by anticipating needs, reading, researching, drafting and routing correspondence; collecting and analyzing information; and initiating and troubleshooting communications.
Proactively manage the Director of Programs’ and other senior leaders’ calendars so that their time is used effectively and efficiently; including planning work projects and scheduling of appointments with senior management and other internal and external meetings.
Understand the Director of Programs’ plans and objectives; read and interpret activities and proactively anticipate opportunities that assist in meeting the plans/objectives.
Coordinate point-to-point travel needs as necessary including booking all travel and hotels, directions, commuting time, and ground transportation.
Maintain regular contact with the Director of Programs, and other senior leaders, during travel periods to communicate and initiate appropriate travel changes and advise of other issues requiring attention during that time.
Ensure the Director of Programs and other senior leaders are prepared for all meetings. Provide all necessary pre-reading and background information in preparation for meetings.
Maintain discreet coordination of sensitive, leally privileged company and personal executive information to ensure confidentiality.
Act as the eyes and ears, providing input and feedback to the Director of Programs on all matters. Represent the Director of Programs at community and business functions.
Manage various special projects as assigned by the Director of Programs and other senior leaders.
Keep track of the Director of Programs’ expense reports and timesheets and submit to Accounting and Payroll in a timely manner.
Organize and expedite the flow of work through the Director of Programs’ offices in a timely manner to assist in alleviating the executive workload.
Liaise with senior-level employees and external contacts on behalf of the Director of Programs.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
CUSTOMER SERVICE:
Build effective working relationships with key stakeholders; support administrative aspects of SER Jobs’ internal commitments.
Role model healthy relationships in the work environment such as mitigation of conflict, leading problem-solving, and resolution efforts.
Handle highly confidential documents, protecting the organization’s confidential information, communication, and information management.
Use sound judgment to prioritize effectively in matters of a routine and non-routine nature to maximize and conserve time.
Other pertinent and appropriate duties as assigned for the purpose of ensuring the efficient and effective functioning of the program.
QUALIFICATIONS
Associate’s degree required. Bachelor’s degree preferred.
Minimum of two (2) years of related experience working as an Administrative Support professional reporting to senior management required.
Minimum of two (2) years of experience in a fast-paced environment (really fast paced!), supporting senior executives, strongly preferred.
Advanced skills in the Microsoft Office suite and other software programs and platforms such as Salesforce and Zoom.
Experienced in handling a wide range of administrative and executive support related tasks and the ability to work independently with little or no supervision.
Must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
Ability to interact with staff at all levels in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient.
Ability to work in highly collaborative and deadline driven environment.
Demonstrates professional manner and ability to influence in dealings with others.
Strong process and system orientation; promotes group effectiveness.
Ability to anticipate barriers and provide alternative solutions.
Ability to manage ambiguity and multiple priorities inherent in an entrepreneurial environment.
Outstanding organizational skills and high attention to detail; outstanding written and oral communication skills.
Ability to self-direct and prioritize among competing goals and to initiate process improvements.
Flexibility and willingness to contribute when necessary on projects outside of own department.
Strong achievement orientation with exceptional time management skills and demonstrated ability to multitask.
Strong work ethic coupled with an enthusiastic and passionate approach to one’s work.
Be highly organized, detail-oriented and discreet and be able to exercise tact and diplomacy.
Demonstrate project management skills to plan and deliver on established tactical and strategic goals.
Demonstrate an excellent aptitude for building productive relationships with internal teams and key stakeholders.
Ability to multi-task effectively and balance priorities in an ever changing, fast-moving, time-sensitive environment.
Sound judgment and high sense of accountability.
Discretion in working with highly confidential matters and material.
Ability to builds and maintains effective and trusting working relationships.
Comprehensive knowledge of SERJobs including our annual initiatives, strategic plan, vision, mission, and core values.
Ability to oversee administrative support in a fast-paced, high-volume, and rapidly changing client service environment.
Reasonable accommodations will be made to ensure that the essential job functions can be performed and not hinder the employee's performance due to physical, mental, or emotional impairment, and does not cause undue hardship for the Company.