Administrative Assistant

Description

Background: Girls Inc. inspires all girls to be strong, smart, and bold through direct service and advocacy. We work with schools and in communities to provide mentoring relationships, safe spaces, and evidence-based programming that are proven to help girls succeed. Girls build the knowledge, skills, and confidence to lead change in their lives and effect change in the world. Girls Inc. also works with and for girls to advance legislation and policies that increase opportunities for all girls. Together with partners and supporters, we are building a new generation of leaders. Join us at www.girlsinc.org. 

Departmental Role: Strengthen the national organization so it provides the most effective and efficient support and resources to Affiliates.

Summary: The Girls Inc. Administrative Assistant is the in-person contact for the NRC offices operations and maintenance. Facilitates overall administrative and office support facilitating the efficient operation of the organization. This role also supports first-hand the daily scheduling and administrative tasks of the C-Suite Executives located in Indianapolis, IN and works in conjunction with their counterpart Executive Assistants in the NY and DC national offices. 

Responsibilities:

• Create and maintain a well-organized appointment schedule by planning and scheduling meetings, conferences, as well as coordinating and booking travel arrangements.
• Assists with daily administrative duties for the C-Suite and completes a broad variety of administrative tasks that include completing expense reports; composing and preparing correspondence; arranging travel plans, itineraries and agendas, and compiling documents for meetings.
• Provide administrative support when needed for key meetings including budget meetings; all staff meetings, and meetings with internal or external colleagues or partners. 
• Help all humans who interact with our CFO  and CPCO  feel like they’re valued
• Proactively propose new solutions when you see that those systems are no longer working effectively.
• Serve as the primary contact for Girls Inc. to greet and establish rapport with employees, clients, visitors, and all other guests entering and exiting the building.
• Answer and direct telephone calls, and appropriately relay important information promptly, clearly, maintaining confidentiality as needed.
• Manage sensitive matters with a high level of confidentiality and discretion.
• Receive, send and sort daily mail and packages, filing appropriate documents accordingly.
• Maintain inventory of the company’s supplies, reordering as needed. 
• Maintains common areas such as office pantry, reception and conference rooms organized and stocked. 
• Pick up deliveries and run errands as needed for the C-Suite for both business and personal reasons.
• Will ensure the timely scheduling, meeting arrangements, coordinate events and celebrations in person and virtual happening at the NRC and for the national office. 
• Serve as the primary contact for the building management and maintenance office and is an office key holder. 
• Own ad-hoc projects as assigned by our CFO or CPCO. 

Requirements

 Why should you apply?

• You have at least 3 years of experience as an Administrative or Executive  Assistant, supporting a C-Suite leader. (Experience in a non-profit organization would be a huge plus for us.)
• You’re excited to go into our NRC office 4 days a week
• Communication is your superpower - you impress others with your style, thoroughness, and frequency of communication through email, call, video, chat, you name it!
• Even the smallest details don’t pass by you. Your coworkers have described you as more organized and detailed than all others.
• You have experience tackling ambiguous special projects - you can take an idea and turn it into action.
• You’ve created noteworthy relationships with your internal and external partners and earned yourself a reputation of being one of their favorite people to work with.
• You operate with a high level of agency, and are comfortable navigating ambiguity to make sound decisions.
• You have been accountable for confidential and sensitive information, and handled it with skill and discretion.
• You can demonstrate your skill in picking up new tools quickly and becoming a self-sufficient power user.
• You have excellent interpersonal skills, with the ability to interact confidently with stakeholders at all levels.
• You have superior written and spoken language skills 
• You are committed to the mission, vision, and values of Girls Inc. and you know you can help the CFO and CPCO  ensure a better future for girls who have incredible potential,