Economic Alliance Administrative Assistant

Description

Job Summary: 

The Administrative Coordinator supports the administrative needs of the Executive Director of FGEA and the team, including scheduling, contract management, document management, compliance tracking, inputting data, expense reporting and financial tracking for the team, and coordination with outside vendors, partners, and other stakeholders. 

Principal Duties and Responsibilities: 

1. Schedule and coordinate appointments and meetings – maintain and update the calendar for the Executive Director of FGEA and the team, as needed 
2. Create and submit credit card and expense reports for Executive Director of FGEA 
3. Prepare fully vetted and reconciled monthly expense reports FGEA 
4. Schedule, organize, and coordinate travel arrangements for the FGEA team 
5. Schedule and compile meeting materials for the FGEA Advisory Committee, as directed by the Executive Director of the FGEA 
6. Respond to and direct internal and external communications, including telephone calls, email and written communication, maintaining a high level of confidentiality 
7. Maintain internal files and records as required 
8. Support Regional Partner meetings and projects through contract management, document creation/record keeping, vendor procurement, maintaining project timelines, and ensuring compliance with regional grants 
9. Support State and Federal Contract compliance through documentation, record-keeping, and maintaining timelines 
10. Prepare contracts and managing their approvals through Docusign, sharing final executed copies with Finance team, Grants team, vendors, and external partners as appropriate 
11. Update the Economic Alliance internal metrics monthly 
12. Communicate and support documentation for third party consultants, firms, real estate professionals, and other external parties 

Other Duties: 

1. Act as back-up to other administrative assistants as requested during illness, vacations, etc. 
2. Support procurement processes for event vendors, marketing needs, consultant RFPs, etc. as needed 
3. Perform other related duties as assigned. 

Requirements

Minimum Qualifications and Skills: 

1. High School Diploma or GED required; Associates Degree in Business or Administrative Assistant Certification preferred 
2. One (1) year work experience as executive and/or administrative assistant to upper management 
3. Must possess excellent organizational skills  
4. Ability to communicate effectively with diverse groups of people including but not limited to business leaders, board members, clients, governmental representatives, and staff 
5. Ability to prepare letters, reports and other documents  
6. Experience with organizational governing boards and committees, including board packet preparation, recording minutes and related file maintenance 
7. Experience with database system maintenance and reporting  
8. Demonstrated advanced level ability in the use of all Microsoft Office Suite programs, including Word, Excel, and PowerPoint  
9. Experience in scheduling meetings and private appointments on behalf of the upper management 

Special Job Considerations: 

1. Must be willing to occasionally work outside of normal business hours  
2. Must possess high level of confidentiality due to the nature of work performed by the teams.