Job Information
Boys and Girls Clubs of Puerto Rico EXECUTIVE ADMINISTRATIVE ASSISTANT (HEAD STA in United States
GENERAL DESCRIPTION: Provide administrative support to the Head Start Director. This position will initiate and coordinate the administrative functions required in effective implementation of administrative policies of the program.
TASKS AND ESSENTIAL JOB RESPONSIBILITIES:
- Perform daily administrative duties such as:
a. answering and screening emails, telephone calls, taking messages
b. managing complex calendars
c. sorting and distributing incoming mail and faxes
d. other routine duties necessary to assist senior personnel and departmental management
Develops and uses effective and organized systems to provide successful administrative support of projects and provide it to others as needed.
Assists in the preparation of meeting agendas and materials distribute such items in advance to members within agreed upon time frames.
Maintain confidentiality and accurately communicates information in minutes, email, memos and other written and verbal correspondence.
Effectively prioritize projects delegated by a variety of staff and successfully meet expectations and timelines at a high-level quality.
Manage inventory and distribution of office supplies.
Maintain the confidentiality of correspondence, documents, discussions, meetings and telephone calls.
Oversee the operation of various office machines to include copier, computer, fax, phone, and mail machine.
Greets and assist visitors in a courteous and helpful manner.
Maintain reports, records and proper documentation of all expenditures for reimbursements, petty cash, and purchase orders (e.g. receipts, boarding passes).
File, store and destroy old records as instructed.
Assist Human Resources in scanning all employee-related paperwork including new hire documents, training materials, sign-in sheets, etc.
Process check requests and track completion of all requests to ensure that all invoices and employee requests are completed accurately and timely.
Managing and monitoring company purchasing card ensuring all transactions are business related charges and timely submission of receipts to the appropriate department.
Coordinate purchase requisitions and maintain vendor relationships.
Review and data entry of volunteer paperwork.
Participate in staff meetings, conferences, training sessions, and workshops as assigned.
Maintain confidentiality in regards to staff and family information.
Perform any other work-related duties as requested by your supervisor.
Be present at work in order to provide consistency of services.
Be a contributory team member in a positive/productive manner.
Demonstrate commitment to mission, values, and policies in the performance of daily duties.
Performs any and all other duties as assigned.
EXPERIENCE, EDUCATION, SKILLS & KNOWLEDGE REQUIRED:
AA/AS or Bachelor’s Degree (preferred), or equivalent combination of education, training, and experience.
Prior experience with office/general administration.
Physical exam and background checks are required for this position.
Travel required locally or long-distance up to 10% of the time for work-related meetings and functions.
Must have a valid driver’s license and reliable transportation.
Ability to interact effectively with people from diverse backgrounds.
Ability to communicate effectively, verbally and in writing. (Both English and Spanish)
Demonstrated computer literacy skills, using MS Office 365 applications and other basic data systems including internet navigation.
ADP system/platform.
Must be honest, dependable and able to meet deadlines.
Self-motivated and able to work independently.
DISCLAIMER:
The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications and objectives required of employees assigned to this job.
Equal Employment Opportunity Employer, all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.