Location: Chapel Hill, North Carolina
Duration: Temp to hire
Job rate: 50 per cent position
Start date: January 2018
Reporting to: Director of the Learning Differences Programme
Oak Foundation is seeking a temp to hire, part-time (20 hours per week) Administrative Assistant to support the Chapel Hill office in North Carolina.
Oak’s Chapel Hill office is made up of a small staff of 6, but maintains an international focus. It houses the Learning Differences Programme and part of the Special Interest Programme. The Programmes coordinate frequent meetings and regular convenings, develop new grants, manage a portfolio of several active grants through virtual meetings and site visits, maintain engaged community, funder and grantee relationships, and keep up with current research to inform practice.
The position is expected to provide administrative support to the local Oak Foundation staff but will work in close coordination with the Learning Differences Programme. The assistant will report to the Director of the Learning Differences Programme with day to day operations overseen by the Office Manager.
Main responsibilities includes:
- Welcoming visitors, managing phone calls, etc.
- Setting up before and cleaning up after meetings and virtual meetings
- Managing the conference room calendar for both internal and external meetings
- Communicating with external partners regarding public use of meeting space
- Supporting preparation for and execution of major meetings and convenings
- Converting documents to audio files as needed
- Reading, sorting and filing incoming mail
- Assisting with scheduling meetings and calls as needed
- Assisting with maintaining the overall annual calendar for the office, and keeping it updated-including staff absences and leave
- Assisting with booking and organising travel as needed
- Organising documents and files as needed
- Assisting with office IT and phone system support
- Supporting communications with property management company
- Maintaining office equipment (copiers, computers, printers, etc.), office supplies and kitchen inventory
- Organising and maintaining storage areas in the office
- Managing the kitchen and overseeing the cleaning schedule
- Providing other general office, secretarial and administrative tasks as assigned
- Familiarity with and ease with using database programmes, MS Word, Excel, PowerPoint, Outlook and Internet Explorer. Ability to type with high accuracy and to proofread outgoing documents. Ability to follow up with tasks to meet deadlines.
- An international outlook and exposure is highly preferred. Person should enjoy working with people from diverse backgrounds and from different cultures.
- Open, friendly and flexible personality. High level of discretion is required.
- Evidence of strong skills in oversight and tracking of complex processes.
- A history of working effectively as a team member committed to shared goals as well as a desire to contribute to the success of team culture.
- Ability to multi-task, prioritise, work efficiently as necessary in a fast-paced office and be flexible/responsive to unplanned needs.
- Ability to manage the infrastructure of a small office including service provider relationships, vendor assessment and generally sustaining an efficient, well-maintained office space for the staff and trustees.
- Excellent organisational skills
- High level of IT literacy, including database experience
- Ability to multi-task
- Ability to prioritise work and meet deadlines
- Confident self-starter with plenty of initiative
- Excellent attention to detail
- Excellent inter-personal, verbal and written communication skills; Must project a positive approach
- Ability and willingness to adapt to changing administrative needs as the programme expands and develops
- Personable with a ‘can-do’ attitude toward the demands of the position
The ideal candidate will hold a bachelor’s degree or have equivalent skills/experience. 3-5 years of previous experience and strong references as an administrative or executive assistant. Previous experience in similar organisations preferable. Oak Foundation is committed to maintaining a culturally inclusive environment and welcomes applicants of color and diverse backgrounds. Oak provides equal employment opportunities to all applicants without regard to race, color, religion, sex, national origin, age, disability or genetics.
How to apply:
Please apply by using this link.
If you would like to know more about the Learning Differences Programme, please visit our programme pages.