Administrative Assistant

Hillsborough County School Readiness•Tampa, FL

About The Position

The Administrative Assistant position supports the strategic communication and outreach of the Impact and Community Outreach team. The incumbent additionally supports the Executive Administrative Assistant (Office of the CEO) with highly diverse and complex administrative functions. This position reports directly to the Director, Impact and Community Outreach.

Requirements

High school diploma or equivalent; Associate’s degree preferred.
Ability to exemplify our Core Values.
Minimum 3 years’ experience in an administrative role; senior executive support preferred
Prior experience working in a nonprofit work environment
Knowledge of Roberts Rules of Order and Sunshine Law required
Experience with electronic Board of Director management software, such as BoardBook, Diligent or BoardEffect preferred
Proven ability to maintain a high level of confidentiality and discretion
Highly professional, detail-oriented individual with polished communication and interpersonal skills
Knowledge of Best-in-Class Customer Service Skills
Ability to effectively communicate with diverse populations
Ability to navigate challenging situations and provide solutions
Excellent time and project management skills with a proven ability to meet deadlines
Ability to work collaboratively with all team members
Technically savvy and proficient in Microsoft Office (Word, Excel, and PowerPoint) and Outlook
This position requires successful completion of the level 2 background screening standards as set forth in s. 435.04, F.S.
Valid Florida driver’s license and the ability to drive a passenger vehicle

Responsibilities

Manage, Director, Impact and Community Outreach administrative activities related to strategic efforts to expand community outreach and partner collaboration
Responsible for management of Director’s calendar including but not limited to, organizing schedules and meetings, event planning, file and document management, invoice processing, travel planning, and expense report processing
Assist in evaluating and prioritizing competing Director demands to optimize impact on the Coalition and the community
Manage systems for tracking and measuring organizational impact, creating reports to demonstrate effectiveness
Research best practices related to departmental programs and provide strategic recommendations
Assist with all special assignments, research, and report preparation
Assist Executive Administrative Assistant (EAA) with reading and routing email correspondence ensuring confidentiality
Assist EAA with scheduling, document preparation and administrative tasks associated with all Board/Committees and other Board meetings including the preparation of all Board & agendas and materials necessary; taking meeting minutes, distributing, and publishing as appropriate, while safeguarding the confidential nature of the discussions and information shared in the meetings; and filing any necessary information with the corresponding entities
Develop proficiency in BoardEffect (board portal software); maintain current records and provide training and technical assistance to board members
Works to promote inter-departmental collaboration within the Coalition to facilitate CEO influence and decision making
Co-manage distribution of all incoming USPS mail
Co-manage Integrity Conference Room calendar and scheduling
Work on special projects as assigned
Assists internal Coalition stakeholders with fulfilling Public Records requests
Perform other duties as assigned