Administrative Specialist

Industry

Logistics Distribution and Supply Chain

Advert ID

USA_465578

Valid City, State or Zip Code

Eden Prairie

Job Type

Permanent

Hours

Full-Time

Salary Range

USD50000-55000 per year

No. of Openings

1

Branch Information

Minneapolis, MN - Metro - (USA) 222 S 9th St Suite 290 MN Minneapolis , MN 55402

Branch Phone Number

612-375-9200

Job Description

This is a Direct Hire Role with a one of the 10 largest non-profit organizations.



PURPOSE



The Administrative Specialist is responsible for providing administrative support to the Evaluation and Organizational Learning team and the Enterprise Risk Management team.



RESPONSIBILITIES

* Provide administrative support to designated teams, including:

o Arrange travel, including complex domestic and international travel and out-of-town meetings. Create travel briefing books to supplement each trip.

o Assist with the daily schedules of the Director, Evaluation and Organizational Learning and the Director, Enterprise Risk Management; keeping appointments and meetings on time or changing schedules when necessary and ensuring they are prepared in advance of each meeting

o Prepare and distribute proposal review materials

o Prepare and process expense reports

o Manage external contacts for teams proactively, understanding who they are and keep track of periodic communication

o Assist in gathering documentation in response to inquiries

o Save documents to the organizations' document management systems according to organization procedures

o Design and utilize tools to track the progress of evaluation department projects

o Use Microsoft Word and PowerPoint to develop and revise documents, apply templates to existing documents, and format materials to align them with branding standards

o Use Microsoft Excel to create and update simple spreadsheets, charts, and graphs

o Compose routine letters, emails and memoranda ensuring accuracy and professionalism

o Enhance organization and department effectiveness and efficiencies through means of identifying and owning steps to improve processes

o Participate collaboratively in cross-functional teams and projects to develop, implement, and maintain organizational processes, tools, and documentation, as assigned

* Plan and coordinate on-site and off-site meetings including:

o Assist with preparing agendas and meeting materials, including assembling research/background information, developing content and distributing information to members of the meeting in advance

o Make room, facility and meal/catering arrangements

o Coordinate activities and vendors during the meeting

o Ensure all logistical aspects of the meeting run smoothly



EDUCATION, EXPERIENCE AND OTHER QUALIFICATIONS

* High School degree or equivalent required; Associate's or Bachelor's degree preferred.

* 3+ years in an Administrative Assistant role supporting a team of people.

* Strong working knowledge of PowerPoint, Word, Excel and Outlook; an openness to using new technologies; prefer experience with SharePoint and/or CRM software

* Experience researching and making complex travel arrangements; preferably domestically and internationally.

* Strong writing and proofreading skills.

* Strong organizational skills with a keen ability to prioritize and multi-task.

* Demonstrated history of calendar and travel management experience.

* Ability to interface well with internal and external business associates in a highly professional manner.

* Maintain the highest level of confidentiality in both internal and external relationships.

* Excellent interpersonal skills and ability to collaborate effectively with other team members and administrative staff.

* Ability to both prioritize tasks and handle multiple tasks simultaneously.

* Sound judgment and decision making skills.

* Interest in and ability to continuously improve processes.