What are the responsibilities and job description for the Administrative Assistant, Operations and Information Technology position at NAACP?
POSITION TITLE: Administrative Assistant, Operations and Information Technology
SUPERVISOR: SVP, Operations and SVP, Information Technology
DATE EFFECTIVE: February 26, 2023
DATE REVISED: February 26, 2023
LOCATION: Baltimore, MD
TRAVEL: Minimal
POSITION SUMMARY
The NAACP is seeking a highly organized, collaborative team member with extensive knowledge of office management systems and procedures to serve as an Administrative Assistant. The Administrative Assistant will perform administrative duties related to Operation and Information Technology Departments.
RESPONSIBILITIES/DUTIES
- Respond to all correspondence consistent with department values and objectives while building trusting relationships;
- Provide administrative support to the Department, including organizing daily calendars and meetings and maintain manageable schedules by understanding the time demands of Operations activities;
- Answer and direct phone calls with exceptional service, eliciting positive responses from others;
- Serve as liaison technologies support (i.e., computers, applications and other devices);
- Attend meetings, record key issues and prepare and timely disseminate follow-up materials to meeting participants;
- Provide suggestions to improve office operations and troubleshoot problems;
- Oversee filing system for all new hard copy and online documents to support efficient office operations;
- Organize procedures and day-to-day tasks to ensure ease of execution;
- Serve as a trusted advisor handling confidential information with utmost maturity, discretion and diplomacy;
- Prepare and disseminate high-quality communications including external mailings;
- Process the required paperwork for employee reimbursements, department disbursement packages, contract approvals and other administrative-related matters;
- Schedule and welcome onsite visitors and vendors, set up and maintain meeting rooms and spaces, and ensure smooth visitations and transitions within the office;
- Oversee, receive, and manage facility and office maintenance requests;
- Assist SVP, Operations and SVP, Information Technology with preparation of information for meetings and presentations; and
- Perform any other related duties as may be assigned by the SVP, Operations, SVP, Information Technology, or other designee.
QUALIFICATIONS
Education/Professional Experience
- Associate’s Degree with 1-2 years of general business experience and strong knowledge of standard office procedures and protocols;
- Experience working within an operation’s or technology department is preferred;
- Demonstrated ability to use interpersonal skills to achieve outcomes within a complex organization successfully;
- Demonstrated strong organizational and multitasking skills;
- Outstanding written and verbal communication skills; and
- Proficiency with MS Windows and Office 365, including Outlook, PowerPoint, Word, and Excel.
