Administrative Services Assistant

Job Title : Administrative Services Assistant

Location : Nashville, TN (Onsite)

Duration : 6+ Months

Job Description :

Key Responsibilities :

• Scheduling and Coordination :

o Coordinate meetings, appointments, and events for program directors.

o Help organize and optimize schedules to enhance productivity and efficiency.

o Help with arranging travel and accommodations.

o Create and distribute meeting agendas and supporting documents promptly.

o Serve as an additional point of contact for internal and external inquiries.

o Facilitate communication between program staff, partners, and external contacts.

o Draft and distribute correspondence, emails, and memos on behalf of the program directors.

o Develop and maintain a comprehensive contact list of partners, and other key contacts, ensuring it is up-to-date and accessible.

o Assist in preparing reports, presentations, and documentation.

o Maintain organized filing systems for program-related documents.

o Handle routine administrative tasks as instructed by program directors.

o Conduct regular check-ins to ascertain weekly priorities and project statuses.

o Assist with vendor contracts.

o Scan physical documents into digital format.

o Provide backup support for key administrative tasks during staff absences.

o Ensure continuity of operations during temporary vacancies.

o Assist in the coordination of special projects and events as assigned.

o Collaborate with other administrative staff to support cross-functional initiatives.

o Organize and prioritize tasks to support efficient workflow and project management.

o Take detailed meeting notes and facilitate post-meeting information sharing.

o Communicate upcoming due dates and deadlines.

o Coordinate catering and manage logistics for in-person meetings.

Qualifications and Skills :

Minimum Requirements :