Administrative Assistant

Description

The Administrative Assistant plays an integral role in the organizational strength of the World Federation of Youth Clubs (WFYC). This position provides high-level administrative support to the President, Director of International Support and the Board of Directors and is responsible for the coordination of administrative and operational systems and procedures. The role requires impeccable verbal and written communication skills, a strong ability to multi-task and a friendly, professional demeanor to support the WFYC’s achievement of mission, services and fundraising goals.  

Job Duties

The role encompasses multiple functions and responsibilities, including:

• Performs administrative duties, including drafting correspondence, memos, invoices, reports and other documents as requested by Supervisor.
• Maintains master WFYC calendar, scheduling of major organizational meetings and making logistical and travel arrangements necessary for internal and external meetings. May prepare meeting agenda and minutes, as requested.
• Schedule meetings and travel arrangements for WFYC staff, board members and consultants.
• Receives incoming communications or memos on behalf of WFYC President and staff, reviews contents, determines importance and summarizes and/or distributes content to appropriate staff. Answers telephones and provides general information, referring callers to appropriate staff.
• In collaboration with WFYC Board Treasurer and Secretary, process incoming donations, log funds received (including purpose and intent of the funds), and distribute checks for pass-through funds to WFYC member affiliates as per the WFYC and Member project agreement. Disburse approved payments to vendors for services rendered.
• Ensures the maintenance of accurate and timely financial records by processing, reconciling and tracking transactions in accordance with established procedures and formats. Maintains records, electronic and hard copy filing systems, ensuring accuracy, timeliness and facilitating easy retrieval of information.
• Manages inventory of office equipment and service contracts, performing routine maintenance activities and contacting service representatives as needed. Monitors and maintains office supply inventory and orders supplies as necessary.
• Performs other related administrative duties as requested.

Skills Required

• Demonstrated knowledge of process related to office management
• Excellent written and verbal communication skills
• Exceptional project management skills and ability to deliver high-quality work
• Strong knowledge of QuickBooks software
• Ability to multi-task, organize and prioritize projects; confident problem solver, thorough reader and superb attention to detail
• Strong customer relations skills and customer service-service oriented
• Self-motivated; ability to work independently and complete complex administrative tasks with minimal supervision
• Able to main strict confidentiality
• Available for limited travel for international conference(s).

 

Work Schedule

Start at 20 hours weekly, with potential for full time with qualified candidate.

Additional Info

Associate Degree required, Bachelor’s Degree from an accredited institution of higher education preferred. Combination of education, training and experience equivalent to three years in office administration role including financial accountability and transactions.