Administrative Specialist - (US-NY-New York City - 10292)

Minimum Education: None
Job Type: Full Time
Jobcode: 130891
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Job Responsibilities and Requirements: Essential Duties and Responsibilities Manage Directors schedule, including arranging all domestic and international travel. Make international travel arrangements for Directors reports. Manage Directors email upon request, escalating issues when appropriate. Provide effective logistics for ad-hoc and standing meetings. Develop and distribute agendas, take notes, and follow up on action items. Develop briefing book of essential background items for Director, using calendar events, regular meetings, and time with Director to capture these critical events. Ensure that meetings and travel logistics are properly coordinated. Create and manage an effective system of follow-up and file management for all meetings and events. Develop tracking methods and cross references to past meetings, policy statements and other agreements. Assist Director in establishing appropriate management tools to ensure execution of strategies and tactics in support of the operating plan. Ensure that these are developed and delivered in support of regular operating meetings and conferences. Coordinate and/or develop communication packages including but not limited to PowerPoints, videos, briefing documents, memos, emails, etc. Provide strategic direction and feedback on creative collateral on behalf of Director. Assist with monthly, quarterly, and annual budget tracking and preparation, as well as day to day invoicing and vendor payments. File expense reports on behalf of Director. Review staff expense reports for Directors approval. Approve time sheets for Directors staff, and lodge Directors time sheet on his behalf. Upon request, provide project management on projects assigned to Director Perform other duties as assigned by the Director. Essential Skills Proficiency in all MS-Office products, including Outlook, Word, Excel, PowerPoint, Visio, Publisher. Knowledge and understanding of computers and computer peripheral devices such as PCs, Scanners, and other digital equipment. Proficiency and high comfort-level with using Web applications, online tools, and mobile applications. Effective communication in email, on the phone, in person and with people at every level in and outside of organization. Excellent written communication skills, including proofreading and editing. Ability to adapt to Directors writing style. Excellent organizational skills Effective decision making skills Demonstrates sound judgment and discretion in handling confidential information Event management and coordination skills, including experience in international travel arrangements Attention to detail and ability to meet deadlines Flexibility and composure under pressure Strong sense of urgency and professionalism Willingness to learn new hard and soft skills Basic knowledge of budget tracking and invoicing Fervent belief in the mission of Preferred Skills Advanced knowledge of page layout and graphics applications Ability to explore and exploit cutting-edge collaboration tools. Education and/or Training 4 years experience in similar functions Bachelors degree preferred or commensurate work experience equivalent Supervisory Responsibilities Although there are no direct reports, Digital Media works with a team-based approach, so Associate may, from time-to-time, manage small projects with other members of the team. Working Conditions Office located in Valley Forge, PA Some travel possible including but not limited to team meetings, vendor meetings, partner meetings, conferences, summits, and coordination meetings in various ABS office locations. Some evenings and weekend duties possible Compensation and Benefits Competitive with similar positions at not-for-profit organizations Salary commensurate with experience and potential Our mission is to make the Bible available to every person in a language and format each can understand and afford so all people may experience its life-changing message. Internal Candidate is under Consideration: No.

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