Administrative Assistant I

The Administrative Assistant serves as a partner to the Chief of Staff providing essential administrative support ensuring the efficient operation of the New Orleans office.   The administrative assistant plays a critical role in enabling leaders to focus on the mission and highest impact initiatives-- while also supporting the day-to-day operations of SBP’s National Headquarters. The Administrative Assistant will manage the schedules of key executives, be responsible for assisting with general administrative and office-related tasks.

Responsibilities:

• Assist with scheduling across the senior leadership team and Board of Directors, including managing the calendar for key senior team members 
• Conduct monthly credit card and receipt reconciliations and per diem reports for senior team members 
• Coordinate travel and conduct other administrative duties for key members of the senior leadership team as needed
• Organize meetings, including  scheduling, sending reminders, coordinating follow-up, etc.
• Capture and distribute meeting notes/minutes and track and manage the next steps for various projects and external meetings, as needed
• Manage and distribute incoming mail, manage the check log 
• Welcome and manage visitors and interface with various external stakeholders 
• Manage the cleaning crew & weekly office cleaning
• Ensure routine office maintenance and cleanliness, including facilitating repairs, as needed. 
• Order office supplies and manage inventory, and support across the organization with printing and ordering supplies 
• As needed, assist with the preparation of materials for executive communications, such as writing and editing emails, drafting memos, and preparing communications
• Assist in the planning and coordination of in-house or off-site activities, including conferences and home celebrations
• Maintain comprehensive and accurate records
• Manage special projects and other duties as assigned

  Qualifications:

• 3 to 5 years experience as an administrative assistant or equivalent experience preferred
• Strong attention to detail and extremely well-organized, with the ability to meet frequent and changing deadlines
• Knowledge of Google Suite and other software products
• Excellent verbal and written communication and interpersonal skills to collaborate across the organization.
• Demonstrated experience interfacing with senior leaders, board members, donors, and other external stakeholders preferred 
• Able to pass a criminal history check (including sex offender registry, State Police, and FBI)

Performance Expectations:

• Able to juggle multiple, competing priorities in a fast-paced environment
• Exceptionally self-motivated, curious, and action-oriented 
• High level of personal accountability and exceptional organizational skills and proactive mindset
• Able to execute with limited oversight
• Align work performance with SBP’s core values
• Detail-oriented with strong troubleshooting, analytical, and problem-solving abilities
• Superior work ethic, upholds confidentiality, and high energy level
• Ability to be  tactful and diplomatic in difficult situations and handle confidential      matters with discretion.
• Plan and meet deadlines
• Maintain a flexible work schedule to meet the demands of executive management
• Demonstrate initiative and work as a team player
• Convey a professional and positive image and attitude regarding the organization and the not-for-profit sector
• Demonstrate commitment to continued professional growth and development
• Ability to understand and engage diverse audiences and new target markets