Position: Executive Admin _ TORI
||Executive Administrative Assistant
To provide high-level administrative support for the executive director by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Some of the duties will include coordinating and managing the ED’s travel schedule, preparing documents in Word, Excel, and PowerPoint, responding to regularly occurring requests for information, and coordinating regularly scheduled meetings including staff meetings, and act as meeting recorder and summarize action items. This position must understand the unique needs of working for a nonprofit with many procedures in place and must use their experience and knowledge to understand and anticipate administrative needs. The position calls for strong interpersonal skills as one interacts with senior management on a day-to-day basis, and often communicate with other key stakeholders including members of the Executive Team, Funders and community stakeholders. It will be important to maintain strict confidentiality in this position as one will handle sensitive documents and materials. Duties include most aspects of pre-award and award management to closeout, in compliance with all funding rules and regulations. EA will also be responsible for coordinating the timely, day to day flow of work and maintaining systems and databases of information.
- Manage and maintain executive’s schedule
- Maintain high confidentiality of documents and information.
- Greet visitors and determine whether they should be given access to specific individuals/documents
- Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
- Open, sort, and distribute incoming correspondence, including faxes and email
- File and retrieve corporate documents, records, and reports
- Prepare responses to correspondence containing routine inquiries
- Provides timely, day to day coordination of grant project by maintaining and updating proposal and award information in systems and databases, creating and maintaining files, and coordinating/tracking proposal submission, award set up, and award closeout. Provides competent support to management throughout the life of the grant award.
- Develops and maintains positive relationships with collaborating organizations, and multiple internal departments throughout the grant award to ensure appropriate, accurate and compliant grant administration. Assists with coordination of MOU’s and other ancillary components of grant contract.
- Monitors team deadlines and prioritizes work accordingly, in order to keep multiple projects moving in a timely manner to meet deadlines. Alerts management of any issues, concerns and out of the ordinary requirements relating to grant award.
- Coordinates the creation and review of grant related reporting requirements, and assists with timely grant report submissions.
- Liaises closely with project staff and research partners to ensure effective, accurate, and efficient procedures and data collection methods.
- Continuously develops and maintains a strong working knowledge of federal rules and regulations that govern grant and stays abreast of funding terms and conditions
- Assists with the coordination meetings, agendas, minutes and records.
- Bachelor’s degree and Solid experience as an Administrative Assistant, preferably with experience working for the executive level, and the ability to understand and anticipate administrative
- Experience in research and grants coordination, and working with formerly incarcerated individuals preferred.
- Skill with computers including ability to use email, to manage a calendar program, and advanced skill with the Microsoft Suite of programs including Word, Excel, PowerPoint, ; ability to use databases and software systems to record and report.
- Experience coordinating all of the pieces that contribute to successful meetings, such as booking hotels and flights, scheduling food, preparing reports, taking notes, following up with a summary of action items,
- Superb organizational and priority setting skills; ability to manage details accurately.
- Excellent writing and verbal communication skills.
- Strong interpersonal skills; ability to work as a member of a multidisciplinary team.
- Ability to gather data, compile information, and prepare documents and reports.
- Excellent analytical skills and exercises good judgement in decision-making.
- Able to work with multiple deadlines in a fast-paced, non-profit, client service focused environment.
- Self-Motivated, patient and remains calm under pressure.
- The ability to maintain confidentiality of sensitive information that you may encounter in the course of the job.
- Flexible to work whenever necessary to meet goals and deadlines.
- Hours: 40 hours per week. Must be available to work some evenings and weekends.
- Equipment and Materials used- Continuous: PC, printer, copier and telephone. Frequent: fax machine and ten-key calculator. Occasional: standard office and audio/visual equipment and dolly.
- Physical tasks: Continuous: sitting, talking, listening, reading and Frequent: standing and typing, Occasional: squatting, stooping, reaching, lifting and moving.
- Environmental Demands: Continuous: indoor activity and exposure to fluorescent Occasional: outdoor activity.
- Other work conditions: Continuous: regular and punctual attendance; work independently, without constant supervision, wear appropriate office attire. Frequent: work as a team member. Occasional: flex time and work on special projects. Criminal background checks conducted on selected
- Location: T.D. Jakes Ministries Corporate Building: 3635 Dan Morton Dr, Dallas, TX 75236