Administrative Assistant

Company: True Costs Initiative
Location: San Diego
Posted on: March 20, 2023

Job Description:

Location:Fully remote work with occasional travel for retreats, conferences, and some team/partner events if desired. All travel costs are employer-paid. Candidates must reside in or commit to relocate to a metropolitan area with access to transportation hubs, printing, mailing, and other infrastructure. TCI is headquartered in Brookline, MA (Boston metro area), and preference might be given to those who live in or near Boston.Application Deadline: Applications will be accepted on a rolling basis with preference given to applications submitted before March 17th, 2023.Administrative Assistant (AA) OverviewTCI's AA is a dependable, conscientious, and passionate team member who embraces and embodies TCI's organizational values and cares for our grantee partners and the communities we support. The AA pays strict attention to detail and can focus when doing tasks that may be repetitive. They are a creative problem-solver who is flexible and can nimbly move between roles and tasks as necessary for a tiny, mighty team of six people. As with all TCI team members, the AA is reflective, reliable, and eager to learn. They enjoy stepping up to support team members, have a good sense of humor, and can appreciate nuance and subtleties in our work. Above all, the AA values kindness, rest, and well-being while holding high expectations for self and others.The AA's main role is to provide administrative support to the Executive Director (ED) and they recognize that while they may adjust their work hours and have flexibility to run personal errands throughout the workday, the AA is ultimately held accountable to the ED and must accommodate the ED's working hours and needs as necessary. Although the AA works fully remotely, they must have access to infrastructure such as proximity to post offices, print shops, and transportation hubs so that they can conduct all tasks that require such infrastructure such as printing and mailing for the ED and TCI team.As TCI's first AA in this newly created position, the AA will be able to shape and grow within the role depending on their skills and interests. This may include greater responsibility and room for leadership within TCI's operational and administrative infrastructure, such as compliance, human resources, finance, information technology, data, event planning and logistics, project management, vendor management, research, and special projects. TCI's Administrative Assistant is our reliable support, constant learner, and essential team member!Roles and ResponsibilitiesSupporting the Executive Director

• Fully manage ED's calendar and fulfill scheduling requests for ED
• Manage ED's travel plans, including flight and lodging
• Manage ED's purchasing, mailing, and other administrative/office needs
• Completely manage ED's expense tracking in TCI's expensing system
• Provide ED with pre-call materials and summaries as requested
• Edit and jazz up presentations for ED
• Take notes for ED when appropriate (webinars, meetings)
• Translate ED's project plans into project management systems
• Support ED in other administrative duties as neededGeneral Administrative Support
  • Make reservations for TCI team's office needs; maintain, organize, and purchase office materials and supplies, and engage with building administration and facilities as needed
  • Manage packages, mailing checks, and gift-giving to speakers for events hosted by TCI
  • Manage scheduling and communications for team special projects that involve the AA
  • Manage TCI contact lists, holiday card lists, and other lists as needs arise
  • Assist in logistics for TCI's Fellowship Program and Fellowship Conference
  • Assist other team members in relevant logistics for other TCI programs
  • Manage TCI's internally driven impact
  • Manage notes, learnings, and materials for TCI team whenever possible (when AA is also joining those meetings)
  • Lead logistics, compile agendas, and manage communication for weekly team meetings
  • Work with relevant team members to provide Board Meeting presentations and other materials for the ED
  • Provide support needed by TCI Team to advance TCI's work
  • Provide any and all administrative support to the ED to allow her to focus on visioning for TCIOperations Support
    • Assist with data entry, cleaning, and governance for reporting, expense tracking, and for The Fifth Quarter Program applications
    • Assist in securing contracts, agreements, payment information, tax documentation, and communications with vendors and consultants
    • Assist in logistics and coordination for conferences, retreats, site visits, events (ex: making purchases and reservations)
    • Track key organizational documents and ensure organization of Dropbox
    • Ensure data governance (spelling, catch and fix errors, adhere to parameters set by Director of Operations and Senior Program Officer)
    • Support and collaborate with Program Team for special projects
    • Track relationships from ED's trips and follow up as needed
    • Conduct paperwork to receive funds for TCI speaking engagements and consulting services
    • Write and conduct paperwork for grant reports for grants that TCI receives
    • Assist in creating team "joy," especially for fully remote team
      • 1-2 years of professional experience in administrative or similar role
      • High school degree or High School Equivalency/GED required; Bachelor's degree preferred
      • Interest in nonprofits, philanthropy corporate accountability, environmental rights, and/or human rights
      • Conscientious organizer
      • High attention to detail, the type to "triple-check everything"
      • Can focus on multiple tasks with some interruption, understands how to plan and prioritize based on diverse needs of the organization
      • Can work autonomously and does not require follow-ups from supervisors and other team members
      • Skilled in working across cultures and geographies with the ability to communicate effectively with audiences of various backgrounds and perspectives
      • Excellent verbal and written communication skills
      • Creative thinker who can quickly turn ideas into action
      • Highest level of personal and professional integrity and quality standards
      • Intellectual agility and the ability to analyze and think critically
      • Demonstrates the flexibility, accountability, and team-orientation needed to thrive in a small and dynamic team environment
      • Good sense of humor
      • Proficient in Microsoft Word, Excel, and PowerPoint, and willing to learn other tools implemented at TCI

Keywords: True Costs Initiative, San Diego , Administrative Assistant, Administration, Clerical , San Diego, California