This role serves as a dynamic team member responsible for providing comprehensive administrative support to the management team, acting as the initial point of contact for visitors and clients to ensure a positive and welcoming experience. The position entails various duties, including managing administrative tasks, facilitating efficient management coordination, and maintaining professional communication across regional offices and with visitors to our premises.

Key Responsibilities:

1. Provide administrative support for operations, adhering to the mission and facilitating logistical and communication needs through online tools such as Webex, Zoom, Teams, Skype, Dropbox, OneDrive, Google Docs, and other remote communication platforms.
2. Greet and welcome visitors, clients, and employees, ensure a courteous and friendly reception, and manage incoming calls professionally, taking messages and providing information as necessary.
3. Maintain and organize the reception area, ensuring it is clean, organized, and presents the company in a professional manner.
4. Coordinate activities, arrange schedules of events, and assist with managing the Project Directors schedule to anticipate operational support needs.
5. Monitor, record, and route incoming/outgoing correspondence; assist with preparing and proofreading correspondence and reports; and maintain efficient, accessible filing systems.
6. Assist in transcribing minutes for management team meetings, preparing follow-up action plans and outcome expectations, and handling social media and online communication tools for coordination with regional offices.
7. Support payroll, human resources, communications, employee assistance efforts, and facilitate the Project Director’s expenditure reports and travel expense reports.
8. Perform corporate and government affairs, operational research, and evaluation tasks, contributing to forecasting the annual staff development schedule and employee training follow-up.
9. Manage office supplies, order and restock as needed, maintain an inventory of supplies, and assist with basic administrative tasks such as data entry, photocopying, filing, and scanning.
10. Collaborate with other departments to provide comprehensive administrative support, ensuring security procedures are followed, and handle sensitive information with discretion.
11. Address visitor or employee concerns professionally, escalating them when necessary, and stay updated with company policies, procedures, and changes to ensure accurate communication.
12. Performs other duties as assigned.

The successful candidate will play a crucial role in maintaining a professional and efficient atmosphere within the organization, emphasizing a commitment to excellence in administrative support, coordination, and guest reception.

DESIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent organizational and office management skills in a remote office environment or virtually.
• Excellent word processing, spreadsheet, database, social media, online tools, workflow mapping, researching ** and computer skills a must. Proficient knowledge and skill in using the following software or the like : Office 365, Outlook, Word, Excel, Publisher, PowerPoint, SharePoint, One Drive, MS Planner, Visio, Boomerang, Dropbox, Google Docs, Survey Monkey, Constant Contact, PDF Suite, DocuSign, and website design Wix.com or similar**
• Must have excellent writing and editing skills.
• Excellent interpersonal skills.
• Flexible to work in an office and home office environment.
• Discretion and confidentiality with all corporate information required as well as security of pertinent data/records.
• Must be able to travel within state of Texas.

EDUCATION AND EXPERIENCE:

• Bachelor’s degree preferred.
• An equivalent combination of experience and education may substitute for degree.
• Three (3) years or more experience as an Administrative Assistant for upper management positions, such as CEO, Directors, and COO.
• Prior experience in supporting upper management positions desired.
• Prior experience in coordinating projects and personnel management is desired. Professional manner and appearance required.

SPECIAL REQUIREMENTS :

• Must possess and provide a valid Texas Driver’s License and Automobile Liability Insurance as required by the State of Texas.
• Must have access to reliable transportation in order to travel within service area.

Physical demands and work environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job.

• PHYSICAL DEMANDS: While performing duties of the job, employee is occasionally required to stand; walk; sit; for long periods of time. Employee must be able to drive for extended periods of time. Employees must occasionally lift and /or move up to 25 pounds, must be able to set up display area.
• WORK ENVIRONMENT : Fast paced, demanding both, physically and mentally, and in constant communication.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this job. Duties, responsibilities and activities may change at any time with or without notice.