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ADMINISTRATIVE AND OPERATIONS ASSOCIATE

Responsibilities:

  • Coordinate and maintain the Spiral Q’s administrative calendars, including scheduling meetings, conferences, teleconferences, and speaking engagements, which includes sending meeting notices, reserving meeting space, and confirming appointments.
  • Answer incoming calls in a courteous and professional manner; maintain call log and contacts in database.
  • Support Board of Directors meeting prep, prepare meeting materials and create electronic version of all materials.
  • Organize and provide support for other meetings as directed, prepare attendance lists and name tags for guests at events, provide support at the greeting desk for programs/events and other activities.
  • Support implementation of financial administrative systems, filing, records management, time tracking, and expense tracking.
  • Support preparation of organizational files for annual audit.
  • Compose confidential correspondence and memos, as instructed.
  • Provide support to other members of Spiral Q as requested; this includes:
    Calendar scheduling and confirmation • Coordination of meetings • Maintain electronic files when necessary
  • Graciously greet and assist visiting guests to meetings.
  • Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluate new office products; place and expedite orders for supplies with approval; verifying receipt of supplies and submit invoice promptly to finance department.
  • Exercising discretion by maintaining the highest degree of responsibility for dealing with highly confidential information.
  • Support special event planning and production
  • Sort and prioritize incoming mail
  • Other responsibilities as needed.

Qualifications:

  • Commitment to Spiral Q’s mission, vision and values (please see website: spiralq.org)
  • Advocate of social, racial, and economic justice.
  • Self-motivated, self directed, discreet with a willingness to learn, to teach, and a sense of humor.
  • Available for occasional weekend and evening events.
  • Excellent research, communication, organization, problem-solving, and collaborative skills
  • Discretion, admin/operations assistant is privy to confidential information and must exercise discretion.
  • Demonstrate attention to detail with speed and accuracy.
  • Ability to handle multiple tasks and details in fast paced environment
  • Proficiency and/or aptitude with Microsoft Office, Google applications.
  • Ability to work at least 10 hours a week
  • Per Pennsylvania state law, all employees must provide criminal background and child abuse clearance checks upon hire.

Click here for information on how to apply.