Administrative Associate III

The Administrative Associate III will support the Strategic Growth group with a variety of administrative support duties. Responsibilities may include organizing and maintaining files, arranging travel, scheduling meetings, event planning, and document preparation.

Accountabilities:

• Performs advanced level administrative tasks for a department.

• Coordinates team meetings, takes minutes, prepares, and distributes to appropriate staff.

• Serves as the primary point of contact for input from internal and external contacts.

• Reviews data and information for completeness and accuracy using standard guidelines; performs tasks with attention to detail.

• Ensures that communications are promptly and accurately dispatched.

• Responsible for the development and design of improved administrative procedures to promote the timely processing and submission of all administrative deliverables.

• Responds to staff requests for administrative support as needed.

• Sets up and maintains files, prepares reports, presentations, and graphics, provides employees with office supplies, performs data entry, proofreads, and compiles special reports.

• Communicates with both internal and external personnel as required.

• Prepares and maintains documentation, plans, reports, schedules, databases, spreadsheets, logs, etc. to support functions.

• Performs desktop publishing, creates and develops visual presentations.

• Schedules and organizes complex activities such as meetings, travel, conferences, and department activities for members of the department.

• Works independently or as a member of a team on special and ongoing projects.

• Acts as a liaison with other departments and outside agencies, including senior/executive management.

• Handles confidential and non-routine information and explains departmental policies when necessary.

• Designs and produces general correspondence, memos, charts, tables, graphs, business plans, etc.

• Coordinates set-up, invoicing, and payment for third party suppliers and outside vendors.

• Maintains various databases and spreadsheet files as requested by management.

• Enforces and adheres to organization policies and procedures including corporate guidelines and best practices.

• Other duties as assigned.

Qualifications:

• Associate’s Degree or international equivalent in Business Administration or related field. Bachelor’s Degree preferred.

• Minimum of 5+ years of prior administrative support experience.

• Prior experience working in an INGO or nonprofit setting preferred.

• Proficient in managing and organizing filing and data systems, with extensive experience using Microsoft Office 365, especially Outlook and calendaring.

• Attention to detail and accuracy in all tasks.

• Strong organizational skills to effectively manage multiple tasks, deadlines, and priorities.

• Excellent written and verbal communication skills. Professional proficiency in English is required.

• Strong interpersonal skills.

• Ability to handle confidential and sensitive information with discretion.

Typical Physical Demands:

• Typical office environment.

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

• Ability to sit or stand for extended periods of time.

• Ability to lift or move up to 5 lbs.

Technology to be Used:

• Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

The expected US Based hiring salary range for this role is listed below. Candidate FHI 360 pay ranges represent national averages that vary by geographic location. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, business sector, and budget. 

Base salary is only one component of our offer. FHI 360 contributes 12% of monthly base pay to a money purchase pension plan account. Additionally, all US based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.

US Based Hiring Salary Range: $58,000 - $70,000

International hiring ranges will differ based on location.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email [email protected].

FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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