PositionDescription:Bilingual AdministrativeAssistant

Report:President

GeneralPositionSummary:

TheAAworksindependently in a team environmentto providecomprehensiveandconfidentialadministrativeassistance tothe Presidentand otherSenior Staff.Providessupport tothe Presidentina timely manner andaccuratecommunication withtheBoard ofDirectors,donors,granteesand the public.S/hemaintains the widearrayofcommunicationstools and collateralmaterialsrequiredtosupporttheFoundation'smission,relationshipsand program objectives.Maintain the integrityofallsystemsforelectronic and paper recordkeeping.Knowledgeable andcommittedtotheFoundation’sMission,thispositionisoftenthepointofcontactforthewidearrayofpeopleinteracting withtheFoundationand on behalfoftheFoundationandisthecustodianofthoserelationships.

EssentialFunctions/MajorResponsibilities:

Provides routine administrative support to the President. This includes, but is not limited to: scheduling meetings and making travel arrangements, maintaining MS Outlook office contacts and calendars, answering phones, drafting and proof reading correspondence, responding to inquiries and organizing and staffing events.

Assists with staffing for the Board of Directors. This includes, but is not limited to: taking and distributing meeting minutes, scheduling meetings and sending invitations, developing and distributing meeting materials, and providing technology support at board meetings.

Oversight and maintenance ofallelectronicandpaper recordkeeping systems for theFoundation. Maintains Foundation policy and procedure documents.

SecondaryFunctions:

ProvideadministrativesupporttotheProgramOfficerfor Education and the Investing in Children Coalition:

  • Organize and maintain all Coalition files and records, including electronic files.
  • Identify technological tools to enhance and support the coalition’s operational capacity (i.e., note taking, electronic meetings, newsletter or information sharing, document sharing)
  • Coordinate monthly coalition meetings and executive committee meetings which includes: issuing meeting invitations, sending meeting reminders, taking and distributing minutes (to include recording attendance and voting), arranging for and confirming room logistics (to include refreshments, technology or parking arrangements), scheduling presenters, creating electronic presentations, providing handouts.
  • Support action teams by collecting, filing and distributing any action team minutes or notes.
  • Prepare and submit expense reimbursements.
  • Maintain grant files and records.
  • Maintain calendar of deadlines and deliverables for grant.
  • Develop and maintain community partner contact information and email distribution lists.
  • Respond to all requests for information and assistance, as needed.
  • Maintain and update program content for website, Facebook, twitter and other social media.
  • Coordinate the logistics for various community outreach events (focus groups, film screenings, resource fairs, etc.)

Perform other dutiesasassigned.

EducationandExperience:

Associates Degreepreferredwithat least 4yearsofrelevantexperience.

NecessaryKnowledge:

KnowledgeoftheYakimaValley

Outstanding communicationsskills:superiorwriting andediting ability, easeinspeaking,activelistening skills.

Outstanding attention todetail;abilitytocreate,improveand maintainworkflowsystems.

Knowledgeofmaintenance and operationofcomputers,major softwareprograms andsocialmedia programs.

Abilityand Skill to:

Read, write and speak at a professional level in both English and Spanish.

Establish andmaintain positiveworking relationships in a small officewithboth internalandexternalcolleaguesby exhibiting flexibility andanticipatoryandcriticalthinking.

Work andthrivewhileunder pressure or instress-relatedcircumstanceswithapositiveapproach,acan-do attitude anda senseofhumor.

Collaborateasateam player that workswellwithdiversepartners.Manage multipleassignmentswithcompeting priorities.

Maintain ahighdegree ofsensitivitywithpeopleofdiversecultural,socioeconomicandlifestylebackgrounds.

Provideinformation toavarietyofaudiencessothat a highlevelofunderstanding isachieved.

Demonstrate strong initiativeandaself-starting approach.

JobConditions:

Incumbentworksmainlyinanoffice/businesssetting withfrequentpubliccontact.Workweeksinexcessof40hoursoccasionallyrequired. This positionalsorequiresoccasionaltravel.

Must bewilling andableto:

Operatealloffice machinesandcomputersUsecomputer keyboardand mouseandseemonitor.

Useandanswer telephone(talking and hearing).