National Office Administrative Assistant

Admin Support Specialist
Department: National Office
Reports to: Executive Coordinator

Job Summary:
The Admin Support Specialist is responsible for providing administrative and clerical support to the National Office. This position performs a variety of administrative duties in support of the overall National Office operations. This position will also directly and indirectly support the Executive Coordinator in the implementation of daily operations as well as unexpected and/or urgent needs.

This position will also support the implementation of awarded grants through their lifecycle and ensure proper due diligence.

Responsibilities:

• Provide administrative support to the National Office staff and operations. This includes agenda preparation, note-taking, follow-up support, coordinating All Staff presentations and technology needs, and general office upkeep.
• Assist the Executive Coordinator in accomplishing day-to-day tasks and maintaining the production calendar.
• Screen phone calls, and correspondence, determining the nature of the inquiry, providing guidance on protocol and processes for Department Manager approval.
• Prepare documents, forms, correspondence, memos, and other materials with accuracy and timeliness.
• Provide ongoing maintenance and updates to departmental schedules and databases.
• Manage all duties related to business travel for the National Office staff including coordinating itineraries and travel reservations.
• Manage and reconcile company credit card transactions.
• Coordinate and collaborate with other internal teams, including the Finance, Service Delivery, and Fund Development departments.
• Maintain departmental tracking tools, documentation, and site budget records for Service Delivery.
• Maintain, coordinate, and organize department staff agreements and training.
• Support the Service Delivery Team and Grant Development Team (e.g., by maintaining grant records, tracking benchmarks, monitoring progress, and assisting with compliance reporting). Help ensure grant tracking procedures and documentation meet compliance expectations, including due diligence processes, and organizing award letters and agreements.
• Book travel arrangements, create itineraries, and manage conference scheduling for SSCs and Managers, as needed (e.g., National Conference and large events).
• Coordinate purchasing for events, staff appreciation initiatives, and emergency requests (e.g., National Night Out, National Conference, Spelling Bee, etc.).
• Assist in gathering and organizing site-specific information, including annual site programming budgets and site events.
• Maintain departmental supply inventories for upcoming events and activities; executing purchase requisitions and supply orders, as needed.
• Maintain departmental processes and procedures, using this knowledge to provide information in response to internal and external inquiries.
• Record meeting minutes for project-based staff meetings to track progress.
• Maintain and organize New Business Files in both digital and physical formats to ensure accessibility, accuracy, and proper documentation.
• Support financial reporting and reconciliation of department expenses.
• Ensure compliance with financial tracking and reconciliation processes.
• Maintain confidentiality of sensitive information and department records.
• Organize and attend planning sessions, schedule meetings, and prepare necessary materials, including agendas and meeting minutes/notes.
• Support logistics for Better Tomorrows' All-Staff Meetings and other national office initiatives.
• Be available to travel up to 25%.
• Attend training/conferences, which may require overnight stays with notice provided.
• Maintain flexibility to work evenings and/or weekends.
• Perform all other responsibilities as deemed necessary by the Better Tomorrows Manager.

• Proficiency in Google Applications.
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with discretion and professionalism.
• Strong interpersonal skills and ability to work collaboratively.
• Ability to proofread and edit reports, memoranda, letters, and other documents with minimal supervision
• Ability to multitask, organize, and plan work efficiently with attention to detail.
• Experience in project management and program implementation.

Education & Experience:

• Associates degree required. Bachelor's degree preferred.
• 3-5 years of nonprofit administrative or clerical experience.
• Experience working in a fast-paced professional environment with strong customer service skills.
• Physical Requirements:
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 25 pounds as needed.