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ADMINISTRATIVE ASSOCIATE - TRAVEL

Company: Advancement Project

Position Summary

The Administrative Associate will report to the Managing Director (until an Operations Manager is named). As a critical member of the Administration Team, the Administrative Associate will provide administrative and clerical support on a variety of organization-wide projects and initiatives, as needed. The Administrative Associate and is responsible for providing organizational and operational support related to travel coordination for staff traveling on Advancement Project business.  Additionally, the Administrative Associate will provide administrative and clerical support to the Director of Educational Equity and the Board of Directors.

The successful candidate will be comfortable working in a fast-paced and changing landscape of priorities and responsibilities and be able to work independently and on variety of teams. Excellent project management, administrative and clerical skills, including a strong attention to detail, the ability to multi-task, prioritize and meet deadlines are required. The successful candidate will also possess a proactive work style that anticipates the needs of his/her supervisors and colleagues and will be expected to learn technical and specialized rules, regulations, policies, procedures and activities related to the assigned duties.  The work entails dealing professionally with highly confidential information and requires a high degree of customer focus.

Specific responsibilities include, but are not limited to:

Travel

Schedule hotel and flight accommodations for Advancement Project staff, specifying times, dates, best connections, meals, seat locations, car rental, etc. and procures necessary documentation such as passports, visas, or other clearances.

Ensure that travel needs are met within the constraints of the organization's travel policies, procedure and budget.

In coordination with the Operations Manager (when named) serve as a general resource and point of contact for travel-related issues; assist employees with travel-related issues or concerns. Receive and respond to incoming travel requests on behalf of the organization.

Coordinate with the Finance Department to prepare travel-related internal expense reports, process reimbursements and reconcile billing.

Provide traveling staff with itineraries, directions and required travel documentation.

Administrative Support for Director of Educational Equity

Maintain the calendar of the Director; schedule internal and external meetings, including preparing all necessary information and materials required for meetings, taking messages, participating in and taking notes during conference calls and meetings, and drafting and reviewing correspondence.  Ensure that preparations for meetings are made in a timely and professional manner.

Coordinate with appropriate Administration Department staff to arrange for travel, hotels and equipment. Prepare internal expense reports and external letters for expense reimbursement from sponsoring organizations.

Maintain files, as appropriate by subject, date, organization or pending issue, determining the system best for quick recovery.

Coordinate with Communications Department to respond to requests for interviews, speeches and/or information.

Board Liaison

In coordination with the Executive Director and Managing Director, assist in the planning and convening of the annual Los Angeles Board meeting, including preparing and mailing board packets, coordinating travel for Board members and organizing various meeting related events, and taking notes/minutes at the meeting.

Additional Duties

As appropriate, assist other departments and work as a member of the Administration Team by demonstrating professional and cooperative demeanor with supervisors and co-workers.

Provide administrative coverage for the Administrative Associate who oversees the front office during his/her lunch times.

Provide administrative coverage for members of the Administration Department who are on leave or out of the office.

Participate in organization-wide planning, development, and communication activities, as needed and ensure adherence to Advancement Project goals and policies within the project area.

Other duties as assigned, dependent on organizational needs and employee skills.

Qualifications

To perform this job successfully, an individual must be able to perform each essential job function assigned satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sincere and demonstrated commitment to advancing social and/or racial justice progress for the highest-need communities.

Education/Experience:  Minimum of three years of administrative experience, preferably at a nonprofit or social justice organization (beyond summer or short-term internships). Bachelor's degree required. Equivalent combination of education and experience sufficient to successfully perform the essential job duties may be considered.

Communication Skills:  Strong interpersonal, written, and verbal communication skills are required. Demonstrated ability to compose and edit correspondence and basic reports, knowledge of business English, grammar and punctuation is required, with knowledge of a variety of writing styles and formats. Critical thinking in assessing, compiling and disseminating information is necessary. A proven ability to interact well with staff at all levels in an organization and to work as a productive team member are also required. Sense of discretion and a high degree of professionalism is required.

Telephone/Technology Skills:  Screen and handle telephone calls using proper etiquette.  Computer literacy, including strong word processing experience and working knowledge of Microsoft Office software or a willingness and ability to learn other computer programs as required.

Organizational & Management Skills:  Excellent organizational skills with demonstrated ability to execute projects on-time and on-budget. A strong attention to detail is required.  Flexibility to adjust and contribute to continually evolving work situation and changing priorities. The ability to multi-task various assignments, prioritize work, and adjust to multiple demands.  Comfort working under pressure and tight deadlines.

Judgment and Discretion:  Skilled in determining matters of importance and information of use, exercising initiative in accomplishing any related tasks; give, deny or ask for information in a tactful and friendly manner and discretion in giving information about plans and/or action to anyone is required. An intuitive ability to recognize and appropriately convey the sensitive nature of any situation and the ability to keep all matters appropriately confidential is necessary.

Team Work & General Skills:  Ability to work independently and with minimal supervision. Ability to take initiative and follow tasks through to completion. Demonstrated ability to work in a small team setting.

Must be able to travel within state.

Physical demands

Occasionally must be able to move office supplies and equipment weighing up to 15 pounds across the office and at external events.

Salary

Competitive compensation depending on experience.  Includes full health, dental and retirement benefits.

To Apply:  No calls

Please email cover letter and resume to:

Jorge Jimenez

Director of Human Resources, Finance and Administration

hr@advanceproj.org

Women and people of color are strongly encouraged to apply.