Administrative Assistant III

Responsibilities:

Site Director Support:

• Manage site/ team calendar, prioritizing and coordinating meetings.
• Prepare and edit correspondence, presentations, and reports for leadership.
• Act as a liaison between project teams.
• Help coordinate equipment and software access requests for incoming interns.
• Process office supply orders and help with budget tracking under staff guidance.
• Create internal documentation and Standard Operating Procedures (SOPs) as needed to support consistent workflows, onboarding, and knowledge transfer.
• Develop promotional materials and summary data to showcase site activities, intern impact, and program highlights for internal stakeholders and executive reporting.

Financial Administration:

• Oversee process for payment of invoices and coordinate with finance/master shopper.
• Assist in budget preparation.
• Generate financial reports and analysis for leadership review.

Team Administration:

• Coordinate onboarding processes for new hires.
• Maintain digital employee records and assist with HR documentation.
• Support recruitment efforts by managing job postings and initial candidate screenings.

Event Planning:

• Organize and coordinate meetings, webinars, and online events.
• Manage logistics for conferences and team-building activities.

Data Management and Reporting:

• Generate regular reports on key performance indicators (KPIs) for leadership.
• Analyze data to identify trends and areas for improvement.

Qualifications:

• Bachelor's degree in Business Administration or related field preferred.
• Proven experience as a high-level administrative assistant, virtual assistant, or operations coordinator.
• Strong proficiency in Microsoft Office Suite, and project management tools.
• Experience with WordPress and basic website management.
• Excellent written and verbal communication skills.
• Advanced organizational and time management abilities.
• Analytical mindset with strong problem-solving skills.
• Ability to work independently and manage multiple priorities in a remote environment.