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Administrative Assistant

Family Career and Community LE Reston, VA

  • Salary $38,000 to $40,000 Annually
  • Benefits Offered Vision, Medical, Life Insurance, 401k, Dental
  • Employment Type Full-Time

Title: Administrative Assistant

Department: Programs, Development, and Youth Leadership

Supervisor: Director of Programs, Director of Development, and Director of Youth Leadership

Job Status: [X] Full-time [X] Exempt

[ ] Part-time [] Non-Exempt

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PRIMARY PURPOSE

The Administrative Assistant provides administrative and clerical assistance to the Program, Development, and Youth Leadership departments. This position also serves as the organization’s receptionist.

ESSENTIAL FUNCTIONS

Reception

Percent of time spent: 25%

  • Answer phones for the organization and direct calls appropriately;
  • Walks our members through their portals in the Affiliation and Registration systems;
  • Take messages if needed/ screen calls as requested;
  • Maintain appropriate greeting on the phone system;
  • Return messages as needed;
  • Assist in maintaining security of the building by monitoring the coming and going of visitors;
  • Greet incoming visitors and inform appropriate staff member of visitor’s arrival;
  • Sign for packages;
  • Monitor incoming faxes and forward them to the proper department;
  • Monitor email account(s) for National Headquarters and forward emails onto the proper department as necessary;
  • Check and lock all doors before leaving in the evening; and
  • Other tasks as needed.

Provide administrative support to the Director of Programs

Percent of time spent: 25%

Key Responsibilities

  • Onsite support for Program Department in-house meetings;
  • Assist with copying, organizing, and inventory of materials and supplies for Competitive Events;
  • Develop room diagrams for Program events;
  • Assist with Online Level I STAR Events evaluation results distribution;
  • Provide support for the Competitive Events Advisory Team;
  • Develop and assist with production, packing, and distribution of reports, mailings, and workshop materials;
  • Assist with program activities to ensure optimum efficiency and compliance with appropriate deadlines, policies, procedures and specifications;
  • Assist with Program Award and Scholarship processing and receiving returned documentation;
  • Interacts and maintains liaison with students, staff and partner agencies in facilitating program and partner objectives;
  • Assist with recruiting workshop and review committee participants, members and volunteers; and
  • Assist in promoting opportunities in Fast Facts and Social Media.

Provide administrative support to the Director of Youth Leadership

Percent of time spent: 25%

Key Responsibilities

  • Assist with National Executive Council tasks such as meeting requests and arrangements, expense reports, compiling monthly reports, tracking all deadlines;
  • Maintain Survey Monkey reports, update and compile data as needed;
  • Assist with administrative duties of National Officer Candidate election process;
  • Assist with preparation for Capitol Leadership, National Cluster Meetings, National Leadership Conference and NEC planning meetings;
  • Prepare for new officers (create directories, compile bios, NEC Packet, order materials, letters to administrators, etc.);
  • Maintain NEC calendar;
  • NEC monthly reports (printed, distributed);
  • IMPACT Fund applications (reviewed, sent out to appropriate people, track responses)
  • Processing of expenses;
  • Assist with travel arrangements for officers; and
  • Assist with administrative duties in preparation for Leadership Academy and officer training at national conferences.

Provide administrative support to the Director of Development

Percent of time spent: 25%

Key Responsibilities

  • Assist Director of Development and Programs team with creating partner program timelines and adding deadlines to the FCCLA calendar;
  • Create and properly code invoice requests for sponsorship funds;
  • Pull exhibitor registration reports from online database and update master list to be sent to exhibitor services contractor;
  • Prepare and distribute exhibitor workshop confirmations for all national meetings;
  • Create thank you letters for funders for the Director of Development to review and prepare mailings;
  • Create VIP invitations for national meetings, track responses, and prepare communications and registration for VIP guests;
  • Assist in researching partner contacts online, and
  • Assist with additional administrative duties to support the Director of Development.

Experience and skills: 2-4 years’ experience in all facets of administrative support. Tech savvy with intermediate to advanced skills in MS Office applications, database and presentation software. Demonstrated ability to master new applications quickly.

COMPETENCIES

  • Consistently demonstrates positive customer service orientation.
  • Works collaboratively with other staff and teams.
  • Has the technical knowledge and skills to perform responsibilities effectively.
  • Demonstrates strong interpersonal skills and manages conflict effectively.
  • Exhibits a consistently high level of attention to detail and accuracy.
  • Highly organized, uses time efficiently and consistently meets deadlines.
  • Able to set priorities for routine work.
  • Demonstrates initiative in maintaining regular workload and assisting others as time permits.
  • Able to develop and implement basic process improvements for various routines and systems.
  • Demonstrates strong business writing skills and edits documents for errors, grammar and content. Writes business correspondence and other documents clearly and professionally.
  • Able to integrate long-term assignments effectively along with routine, daily work.

TRAVEL REQUIREMENTS

5% upon request

Family Career and Community LE

Why Work Here?

Great people and benefits. Room for growth!

Address

1910 Association Dr, Reston, VA 20191
Reston, VA
USA
  • 560+ applicants
  • Posted 25 days ago