Full-Time Senior Administrative Support Specialist
Job Description
Friends of the Children is looking for an extraordinary professional to join our national team. Are you flexible, detailed orientated and ready to be part of a dynamic growing organization? Is working for an organization that inspires you a critical aspect of your job search? We may have the perfect career for you.
Our mission is to impact generational change by empowering youth who are facing the greatest obstacles through relationships with professional mentors for 12+ years no matter what. As the Senior Administrative Support Specialist, you will work closely with our program team to provide the support needed to achieve our ambitious scaling plan to serve as many children as possible.
The Senior Administrative Support Specialist is responsible for executing support activities for our national program team. This position organizes and anticipates the needs of the team and takes the initiative to support and seek out solutions. The Senior Administrative Support Specialist understands, supports, promotes and clearly articulates Friends of the Children’s mission, vision, values, and principles in daily interactions with internal and external customers
This position will be mostly remote, with approximately 25% of the time in the Portland, OR office.
Want to know more? See the job description below:
Essential Functions and Responsibilities:
- Provide general administrative support to the Program Team including, but not limited to:
- Compile, draft, edit and/or transcribe documents, including written and email correspondence, reports, graphs, PowerPoint presentations and marketing materials.
- Prepare presentations for review by executives.
- Manage communications, take complete and accurate telephone messages and follow up or resolve, as appropriate. Retrieve voicemail and email messages and follow up or resolve.
- Manage organizational and executive calendars.
- Schedule and organize internal and external meetings as assigned. Take, transcribe and publish minutes.
- Establish and maintain effective filing systems.
- Prepare materials for trainings.
- Facilitate communication and cultivate relationships by acting as a liaison with chapters, volunteers, staff and others to ensure effective communication and relationships with all constituencies.
- Greet and assist staff and visitors with a positive and welcoming demeanor. Provide tours and distribute organizational information to visitors or others, as requested. Develop working knowledge of the Friends of the Children program to effectively communicate the organization’s history and answer questions about the program.
- Support Expansion efforts through:
- Managing the calendaring of launch call meetings
- Assist scheduling onboarding calls for new site staff
- Notes and action items from Launch Calls
- National Board Support
- Assist with planning and preparation and supporting executive Director/Board Chair Summit as needed.
- Support the entering of expenses for Chief Program Officer
- Support, manage, and implement Internal Trainings – New Friends Training, Darkness 2 Light, Efforts To Outcomes, Program Director Training, Child Selection
- Increase capacity to have opportunity to be more innovative in trainings
- Research and coordinate new trainings that could be outsourced or brought to National team and/or network
- Assist in the support of the Friends Learning Academy
- Quality Irovement work support
- Manage and prepare of the following meetings: Program Team Weekly Meeting, Monthly 2Gen User Group Meeting, Monthly Foster Care Call, and Monthly Network Program Director Call.
- Prepare the meeting agenda,
- Take notes and action items
- Strategic lead-up or follow-up.
- Grant Monitoring:
- Assist the program team to ensure fidelity across chapters and identify areas of concern.
- Assist in the creation of grant packets & documents to be sent for signature.
- Support collaboration between the Program & Development/Marketing teams
- Prepare for and provide support for interdepartmental meetings such as the Quarterly Program Development and Marketing Team Meetings
- Facilitate and inspire collaboration and effective team building across teams.
- Facilitate communication and cultivate relationships by acting as a liaison with chapters, volunteers, staff and others to ensure effective communication and relationships with all constituencies.
- Chapter Support – proactive communication of trainings, due dates, & other pertinent information. Attention to detail and follow up to ensure success.
- Organization and support of in-person/virtual Convenings such as Opportunity for Friends or Program Director Summit
- Provide support for and ownership of tasks related to ad-hoc projects (ex. FII Funding to Families, Masterclass passes, etc.)
- In partnership with leadership and HR:
- Develop and facilitate teambuilding and training to address team member needs
- Identify and make or facilitate relevant updates when needed. Complete other projects and tasks as assigned
Essential Skills and Abilities:
- Excellent written and oral communication skills. This position builds relationships in-person, on the phone, and via video conferencing with diverse individuals inside and outside the organization.
- Must possess a high level of organization, attention to detail with the ability to multi-task.
- Pro-actively prioritize, coordinate, and plan work activities; Use time efficiently; meet deadlines.
- Ability to identify and resolve problems in a timely manner; Use reason even when dealing with emotional topics.
- Ability to take initiative, maintain positivity, be self-motivated and work effectively on projects with minimal direct supervision. Ability to work independently and set own priorities.
- Ability to resolve issues while maintaining a good working relationship with internal and external customers.
- Adapt to changes in the work environment; Manage competing demands; Change approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
- Willingness and ability to work on both individual and team projects.
- Strong technical skills in Office 365, Microsoft Office suite (Word, Excel, PowerPoint, and Outlook), Teams, and Adobe Acrobat.
- Demonstrated ability to maintain confidentiality and model organizational values.
- Demonstrated ability to draft/produce accurate correspondence and reports. Demonstrated ability to edit written materials accurately and consistently, including own work. Demonstrated ability to take and produce accurate and timely meeting minutes.
- Strong organizational and time management skills. Able to plan, organize and implement projects and to follow up as required.
- Ability to work in diverse environments. Ability to cultivate and sustain relationships and work effectively with a wide variety of constituencies, including staff, program children, organizational supporters, current and potential donors, board members, foundations, and community partners. Ability to represent the organization to a wide variety of audiences in an inclusive, effective manner.
- Ability to effectively manage and prioritize several issues/tasks concurrently, meet deadlines and communicate status effectively.
- Ability to research and learn new technological tools.
- Coordinate with vendors for events, office supplies, etc.
Required Education, Experience, and Abilities:
Associate’s degree or equivalent experience required. Five years’ experience in administrative support position(s), including experience at a senior or executive support level.
Preferred Experience and Abilities:
- Desktop publishing and design experience.
- Experience supporting executive leaders.
- Knowledge of Adobe Acrobat, Mailchimp, Google analytics and media databases.
Salary Range:
$48k-$60k (Compensation commensurate with experience and geographical location)
Medical, Dental, Vision (Organization pays up to the employee only rate)
Life Insurance (Organization paid)
401k with 4% match
Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely on the basis of their qualifications for the job to be filled.
Friends of the Children is growing rapidly as communities across the country are experiencing the power of how “One” changes a child’s story: One Friend. One Child. 12+ years. No matter what. #ThePowerOfOne
Learn more at friendsofthechildren.org or find us on Twitter, Facebook, and Instagram at @FriendsNational.
How to Apply
Applications without cover letters will not be considered; please use this as an opportunity to convey why you want to be the National Senior Administrative Support Specialist at Friends of the Children!
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