What are the responsibilities and job description for the Adminstrative Program Assistant position at Ultimate Staffing?
We are looking to hire an Adminstrative Program Assistant!
Duties
Lead all administrative functions for both Managing Directors, including scheduling, travel arrangements and external correspondence where appropriate.
Collaborate with peer Associates to assure t a well-functioning set of business processes, meetings, and internal communication routines.
Handle the set up of consultant agreements and process invoices, demonstrating efficient use of workflows for contracts, invoices, and timely payment.
Organize internal and external meetings, conferences, grantee convenings and other special events.
Facilitate efficient grant making by managing internal workflows and maintaining regular, timely communication with grantees.
Support effective grants management by ensuring timely receipt and handling of submitted proposals, concept papers and other materials; create and maintain up-to-date grant files; draft correspondence and reports; and support ongoing communication with grantees.
Support the writing and finalization of key documents for the team, grantees and the board.
Qualifications and Education Requirements :
Bachelors degree or a background that provides equivalent experience
A minimum of 5-7 years work experience related to the role, i.e., experience in a program assistant, program associate, administrative assistant or executive assistant role
Excellent written and verbal communications skills
Excellent administrative and computer skills, proficiency in all Microsoft Office applications
Strong project management skills
Strong interpersonal skills, including the ability to work collaboratively with individuals and teams at all levels of the organization.
Ability to act with discretion when handling confidential information
Ability to master applicable company IT systems, policies, and procedures.
Humility, flexibility, self-awareness, accessibility, curiosity, a sense of humor, and the ability to work with grace under pressure.
Ability to act independently and handle multiple projects simultaneously
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county , to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.
