Administrative Assistant to the Director of Program Communications & Growth

GENERAL DESCRIPTION :

Under the direction of the Director of Program Communications and Growth, the Administrative Assistant will provide clerical support to the Director of Program Communications and Growth.

Duties include but are not limited to gathering information / data for development of various reports and projects, greeting visitors, answering telephone calls, responding to inquiries, and processing messages, scheduling appointments, receiving, and distributing correspondence, filing, sorting, taking minutes, and maintaining the workday calendar and travel schedules of the Director of Program Communications and Growth.

RESPONSIBILITIES :

Plans and coordinates arrangements for various organization meetings, functions, and special events as instructed by the Director.

Receives and screens visitors and incoming calls, responds to inquiries, determines priority, and alerts the Director as needed.

Schedules and manages the Director’s daily calendar to arrange meetings, appointments, and conferences. Provides notification when scheduling conflicts are identified and recommends options to resolve noted conflicts.

Prepares agendas and takes minutes for various meetings and committees led by the Director of Program Communications and Growth.

Assists the Director in creating, revising, and updating Standard Operating Procedures (SOPs) and policies for the Intake / Marketing departments.

Tracks the policy review process to assist the Director in meeting policy review deadlines.

Provides additional support to Senior Management and Intake Manager as directed.

Receives and distributes correspondence.

May assist in the preparation and coordination of Organizational marketing, public relations, Human Resources or Executive Management special events / activities.

May work in conjunction with other administrative support staff in these efforts as directed.

Makes travel, lodging, per diem arrangements, and prepares itineraries, and compiles and prepares travel documents for the Director.

Organizes and maintains the variety of files, records, regulatory resources, policies, etc. relevant to the office of the Director of Program Communications and Growth.

Will assist the Outreach Coordinators in preparing marketing materials for any marketing events.

Responsible for ordering Marketing collateral inventory to include marketing and promotional materials. Will communicate to the Director when supplies require re-ordering to ensure adequate stock is always available.

Assist the Director in obtaining information from community partners and vendors as needed.

Reviews and reconciles all invoices from vendors and submits invoices for payment.

Participates and assists in coordinating special events / projects (e.g., open houses, Delegate Tours, Special hosted events) as directed.

Maintains appropriate office supply inventory and processes requisitions for office supplies and equipment as needed.

Completes special projects and performs other duties as assigned. High School Diploma or equivalent.

QUALIFICATIONS / REQUIREMENTS :

High School Diploma or equivalent

Training in office management procedures and / or certification as an Administrative Assistant (e.g., Certified Administrative Professional) preferred.

Bachelor's Degree preferred.

Minimum two (3) years’ experience in community public relations / marketing preferred or as a high-level Administrative Assistant supporting complex administrative support and office management practices and procedures.

Valid Texas Driver’s License : Motor Vehicle Driving record check will be conducted.

Bilingual (Englis / Spanish) preferred.

Required Skills

Required Experience