Administrative Assistant Jobs

About The Position

Requirements

• Associate degree in business, business administration, public administration, social service or related field; or high school diploma/GED and experience equivalent to degree requirements.
• One year of clerical and/or experience in one of the following settings: social services, community partnerships or fund development experience.

Nice To Haves

• Bachelor degree in business, business administration, public administration, social service or related field.
• Three years of experience clerical and or social service in one of the following settings: social services, community partnerships or fund development experience.

Responsibilities

• Provide support to the Sr. Director, as well as other program staff, as directed.
• Provide administrative/clerical assistance including data processing, filing, duplication of materials, budget & expense tracking (process invoices, track expenses, and support budget monitoring) and reports with the highest degree of accuracy, timeliness, and professionalism.
• Maintain strong working relationships with department/program leaders, managers, and staff.
• Represent the Senior Director in communications and interactions with professionalism and discretion.
• Manage communications, scheduling, and logistics with external partners, vendors, and community stakeholders.
• Serve as a liaison between the Senior Director and internal teams, ensuring alignment and timely information flow.
• Support ongoing initiatives by maintaining timelines, tracking deliverables, and preparing progress summaries.
• Establish linkages with community service agencies and program reports, and assists with the development, updating and maintenance of partnership agreements and collaborations, both formal and informal.
• Coordinate department meetings, retreats, workshops, training, meetings, projects, conferences, special events such as graduations (local and non-local) and other departmental and agency events, including space, catering, materials, technology and any other logistics.
• Arrange travel, itineraries, and accommodations; prepare travel packets with key information.
• Assist with recognition programs, staff engagement activities, and morale-building initiatives.
• Assist with the implementation of systems for development, coordination, monitoring, and reporting of program activities.
• Maintain the department’s filing system in accordance with Agency records retention policy and procedures.
• Ensure appropriate storage and retention of departmental records to ensure future retrieval, and confidentiality.
• Prepare and submit, in a timely manner, weekly and monthly reports including letters, meeting minutes, and other written documentation, as needed.
• Responsible for maintaining departmental meetings minutes/records, appointments and activities, inquiries and requests.
• Attend staff, board and other meetings; and local, regional, and national training activities, as assigned.
• Represent AVANCE-Houston, Inc. in the community in a professional and competent manner.
• Perform other duties, as requested by the supervisor.