Administrative Assistant

SUMMARY:   Functions as a key team member responsible for performing a variety of tasks related to administrative duties and providing support to the management team.

DUTIES AND RESPONSIBILITIES:

• Adheres to the mission of SERCO.
• Provides administrative support for SERCO operations.
• Facilitates logistical needs for efficient management coordination.
• Facilitates communications between regional offices via online tools such as Webex, Zoom, Teams, Skype, Dropbox, OneDrive, Google Docs, and other remote communication tools.
• Maintains the Project Director's project management schedule to anticipate operational support needs.
• Assists with maintaining workflow resources.
• Coordinates activities for the regional offices and arranges necessary schedules of events.
• Monitors, records, and routes incoming/outgoing correspondence.
• Assists with preparation and proofreading of correspondence and reports.
• Maintains Project Director’s files in an efficient accessible and easy distribution system.
• Assists with the transcription of minutes of the management team meetings and in preparing to follow-up action plans and outcome expectations.
• Handles social media and online communication tools for coordination with regional offices. 
• Assists with forecasting the annual schedule of staff development and employee training follow-up.
• Supports payroll, human resources, communications, and employee assistance efforts for Project Director.
• Assists with onboarding new hires
• Assists with bi-weekly payroll process and validates that all payroll codes and hours are submitted properly prior to submission by the Project Director
• Facilitates Project Director’s expenditures reports and after-travel expense reports.
• Performs program, government affairs, operational research, and evaluation tasks. Performs other duties as assigned

DESIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent organizational and office management skills in a remote office environment or virtually. 
• Excellent word processing, spreadsheet, database, social media, online tools, workflow mapping, researching, and computer skills are a must.  Proficient knowledge and skill in using the following software or the like: Office 365, Outlook, Word, Excel, Publisher, Powerpoint, Sharepoint, One Drive, MS Planner, Visio, Boomerang, Dropbox, Google Docs, Survey Monkey, Constant Contact, PDF Suite, Docusign, and website design Wix.com or similar
• Must have excellent writing and editing skills. 
• Bilingual (English/Spanish) required.
• Excellent interpersonal skills. 
• Flexible to work in an office and home office environment.
• Discretion and confidentiality with all corporate information required as well as security of pertinent data/records.
• Must be able to travel within the state of Texas.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree preferred.
• An equivalent combination of experience and education may substitute for a degree.
• Three (3) years or more experience as an Administrative Assistant for upper management positions, such as CEO, Directors, and COO. 
• Prior experience in supporting upper management positions is desired.  
• Prior experience in coordinating projects and personnel management is desired.  Professional manner and appearance are required.  

SPECIAL REQUIREMENTS:

• Must possess and provide a valid Texas Driver’s License and Automobile Liability Insurance as required by the State of Texas. 
• Must have access to reliable transportation in order to travel within the service area. 

Physical demands and work environment:

 The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• PHYSICAL DEMANDS: While performing duties of the job, the employee is occasionally required to stand; walk; sit; for long periods of time. Employees must be able to drive for extended periods of time. Employees must occasionally lift and /or move up to 25 pounds and must be able to set up a display area.
• WORK ENVIRONMENT: Fast-paced, demanding both, physically and mentally, and in constant communication.

 Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required for this job. Duties, responsibilities, and activities may change at any time with or without notice.

General sign-off: The employee is expected to adhere to all company policies and to act as a role model in adherence to policies.

Equal Employment Opportunity Employer, position open until filled