ADMINISTRATIVE ASSISTANT
Job Description
REPORTS TO : Director of Business Operations
PAYMENT SCHEDULE : Bi-weekly
TERM : Part-Time, Non-Exempt
LOCATION : Charleston, SC. This role requires a hands-on team member in an office / campus hybrid environment most of the year and is not a remote role.
Benefits offered :
- Employee Assistance Program (EAP)
- Flexible Hybrid Working Environment
- Paid Holidays
- Casual dress
OVERVIEW :
The Administrative Assistant will provide administrative support to organization including : overseeing the day-to-day operations of an office, ensuring smooth functioning by managing administrative tasks, maintaining office supplies, handling communication, and ensuring compliance with company policies, all while creating a positive work environment for employees.
The Administrative Assistant is committed to act as a brand representative of Charleston Wine Food and portray our values of people first, community, and good stewardship. They recognize and use our mission and higher purpose as a guide in every decision made on behalf of the organization :
Mission : To celebrate the diverse food beverage community of the greater Charleston area on a national stage; and we create programs that build a sustainable, vibrant, and connected culinary hospitality community
Higher Purpose : To be a catalyst for connections that inspire curiosity through thoughtful storytelling and meaningful experiences with a sense of place.
PRINCIPAL ACCOUNTABILITIES :
Managing calendars (including updates, milestones, and highlighting grants and reporting cycles), scheduling meetings, handling incoming mail and correspondence, managing filing systems, coordinating travel arrangements, and maintaining employee contact informationOverseeing office supplies inventory, ordering equipment, managing office vendor relationships, coordinating facility maintenance, and ensuring office space is utilized effectively and maintained in an orderly fashionActing as a primary point of contact for internal and external communication, relaying information to staff, and managing visitor reception, phone systems, and office email accountInteracting with clients and visitors, providing basic information and supportTracking office expenses, managing budgets, processing invoices, and assist with team expense reports timesheetsCreating and editing documents such as letters, memos, reports, and presentationsPreparing meeting agendas, taking minutes, and distributing follow-up informationProvide administrative support to the Board of Directors in preparation of Board businessAssist with contract development and data entry supportOversee post-festival and all post-event feedback processes, including managing the relationship with key vendorsAssist the organization with special projects as assigned by the Executive Director, Director of Operations, and Director of External Affairs Strategic EngagementLEADERSHIP :
Support and provide tools for team members to effectively and efficiently collaborate, work, and grow within and outside our wallsChampion and inspire teams to execute big ideas by allowing yourself to be seen as a valuable leader within a positive climate that inspires all to exceed their goalsEncourage a culture of equity and inclusivity by fostering diversity and innovation for allPossess the ability to engage and communicate, both internally and externally, with enthusiasm and poise. Alternatively, this individual should have the ability to listen and respond with compassion and empathy.Solution-oriented thinking and the ability to problem solve in a dynamic, constant state of change environmentSelf-motivation and a passion for growth and challengeREQUIREMENTS
3 years of relevant experience in administrative support with a focus on customer serviceBe a problem solver - know enough to be able to chase things and come with potential solutions (with execution and accountability)Strong attention to detail and accuracyHigh degree of efficiency and proficiency in administrative tasksDemonstrated ability to manage multiple priorities and tasks effectivelyStrong creative, strategic, analytical, organizational and personal skills, with the experience of managing multiple projects at a timeExcellent writing and editing skillsDemonstrated resourcefulness in setting priorities, proposing new ways of creating efficiencies, and guiding investments in people and systemPast event experience a plusStrong oral and written communication skillsMastery level skills with intermediate computer skills and Microsoft Office and G Suite platforms (Google Docs and Google Sheets)Ability to work collaboratively with a variety of peopleComfortable working in an outdoor setting (rain, cold, mud)Ability to do some physical work (lifting boxes, field set-up)This job description reflects management's assignment of essential functions; and nothing in this herein restricts management's right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Charleston Wine Food is committed to the principles of diversity and equal employment opportunity, and to comply with all federal, state and local laws that are applicable to equal employment.
It is our policy to recruit, hire, train, and promote individuals, as well as administer any and all personnel actions, without regard to race, color, religion, creed, age, civil union status, domestic partnership status, affectional or sexual orientation or identity, sex, gender identity or expression, national origin or ancestry, marital status, status as a disabled or Vietnam era veteran, service in the federal or state military, liability for military service, arrest or conviction record, union affiliation, pregnancy or breastfeeding, medical or genetic information, atypical hereditary cellular blood trait, refusal to submit to a genetic test or make test results available to CHSWF, or status as a qualified individual with a disability, in accordance with applicable laws.
