Administrative and Operations Assistant

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Job description

Overview:
LSAC is a not-for profit organization whose mission is to advance law and justice by supporting the learning journey from prelaw through practice.

Salary Range: $27 - $30 per hour

The Administrative and Operations Assistant will provide functional and operational support to the Chief Marketing and Communications Officer and other leaders in the marketing and communications department.

The person in this role must be able to interact with all members of the LSAC community, including executives, upper-level management, business partners, and colleagues in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, calm, resourceful, and efficient. This position requires a professional demeanor, sense of urgency, results-focus, technology competence, and the ability to keep sensitive business information strictly confidential.

Responsibilities:
Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The individual employed in this position will be required to:

The Administrative and Operations Assistant will be responsible for administrative support and a variety of functional projects and tasks to support the work of the marketing and communications team. The position may occasionally assist senior leaders in other departments.

Specific duties of the position include:

Manage and perform administrative tasks such as preparing non-disclosure requests, processing invoices, preparing agreements and contract request forms, preparing submissions to the LSAC Budget Committee, and working on materials for internal business reviews and presentations, as needed.

Provide operational and basic project management for key initiatives, e.g., keeping track of progress and managing communications with stakeholders.

Provide support in tracking budget, including managing invoices, purchase orders and reconciliations, obtaining approvals, and working with directors to prepare the budgets for the new fiscal year. Prepares monthly budget summary for Chief Marketing and Communications Officer. Tracks budget variances and attends quarterly Budget Variance Review meetings with Finance.

Provide administrative support to marketing and communications team, including assistance as needed with scheduling meetings, completion and submission of expense reports, timesheet approval for department directors, coordination of travel, itineraries and authorizations, file management, ordering supplies, executing catering requests, preparing weekly agendas, and other duties as assigned.

Create and edit documents, spreadsheets, and PowerPoint presentations.

Organizes and determines priorities for incoming mail and phone calls. Makes initial determination of contact and proper action to be taken. May draft correspondence or place outgoing calls to achieve desired results. Reviews completed correspondence for internal and external communications to ensure correct terminology, spelling, punctuation, and grammar.

Purchases and keeps inventory of promotional items for marketing and communications team and on behalf of other departments across the organization.

Other duties which may be assigned from time-to-time.

Competencies

The nature of work requires accuracy and dependability in producing deliverables. Assignments require considerable judgment and initiative.

The holder of this position must be capable of independent action, understand implications of work and make recommendations for solutions and/or other improvements. The position will often learn highly confidential business information and must be able to maintain strict confidentiality.

This position requires:

Strong verbal and written communication skills

Excellent interpersonal skills

Excellent organizational skills with a demonstrated ability to work in an accurate manner.

Demonstrated ability to work efficiently and to perform multiple tasks simultaneously with minimum supervision in a fast-paced environment.

High level of proficiency with Microsoft products (Word, Excel, PowerPoint, Teams)

Ability to exercise sound judgment and determine priorities.

Strong critical thinking and problem-solving skills

Good listening skills and patience to work with all types of employees, vendors, and partners.

Ability to maintain a positive attitude, poise, and professionalism.

That the employee be approachable and service oriented; must act with honor and integrity.

The ability to anticipate the support needs of CMO/CCO

Punctuality and reliability

That the employee embraces diversity and core organizational values of equity and inclusion

Qualifications:
High school diploma required. Some college level course work preferred.

Minimum of 5 years' experience in a fast-paced office environment, preferably as an executive administrative assistant, office manager, or in a role with similar responsibilities.

Demonstrated experience in execution and accountability for project management.

Database management, spreadsheet and presentation software experience required.

Experience with editing/creating work product compliant with Web Content Accessibility Guidelines (WCAG) 2.1 standards or a willingness and aptitude to learn WCAG 2.1

Additional Information

Supervisory Responsibilities

This position has no direct supervisory responsibilities.

Position Type

This is a non-exempt, full time (37.5 hours per week) position. The LSAC standard business hours are Monday-Friday, 8:30 a.m. - 4:45 p.m. ET. The position may require overtime work.

Work Environment

This job operates in a remote and professional office environment. Whether remote or in-office, this role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Travel Requirements

No travel expected for this position.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee must regularly write, read, and communicate effectively.

Additional Information:

Please note that this job description may not contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Job responsibilities may change at any time with or without notice.

Except as otherwise provided by law, all terms of employment are subject on an at-will basis and can change at any time.

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