Senior Administrative Associate at Disability Rights Fund

The opportunity

• The Senior Administrative Associate is a vital role ensuring the smooth operations of our internal communications, virtual office management and administrative functions.
• They will provide high level administrative support to the Executive Director, Board and leadership team, including coordinating schedules, meetings and agendas while managing priorities and drafting communications.
• The ideal candidate will possess exceptional interpersonal skills and a keen understanding of best practices in virtual office administration in a global context.
• They should have a proven ability to support organizational management and growth. This experienced professional will help DRF/DRAF realize the full potential of a growing global organization with a remote workforce and will report to the Executive Director.

The Responsibilities
Executive Support

• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff
• Tracks priorities, deadlines and other agenda items to ensure they are addressed promptly
• Drafts letters, memos, invoices, reports, and other documents
• Organizes and maintains DRF/DRAF's internal calendar and database (e.g.: asset management, letter protocol, and others)
• Schedules and attends meetings on behalf of the Executive Director, taking minutes and providing summaries and action items.

Communications and documentation

• Receives incoming communication or memos, review contents, determine priority, and summarize and/or distribute contents to appropriate staff
• Ensures timely and clear communication of organizational updates and announcements
• Assists in the collection, organization, and preparation of reports, presentations and other materials for internal and external use.
• Assists in the preparation and organization of contracts, notably Agreements for Services

Office Management

• Maintains and updates physical and virtual archives of processes, letters, other communications, via SharePoint/One Drive, etc. in coordination with the IT team
• Oversees general office management tasks and manages office supplies and resources
• Performs additional duties as agreed on with the ED.

Requirements

To fulfill these responsibilities, the ideal candidate will have/be able to:

• At least 4 years of experience working in an administrative capacity
• Bachelor's degree.
• Highly organized and detail-oriented, and able to effectively manage multiple projects and competing demands
• Excellent oral and written professional communication skills with the ability to draft clear and concise documents. (US English)
• High level of accuracy and attention to detail in all tasks
• Strong time management skills with the ability to prioritize and adjust as needed
• Strong interpersonal skills with and the ability to build relationships with stakeholders at all levels
• An understanding of office management procedures and those related to budgeting, programming and project management
• Experience providing administrative support to senior leadership including managing calendars and scheduling.
• Some experience working across cultures and geographies and comfortable collaborating within a diverse workplace
• Able to problem solve, use good judgement, conduct research and share information.
• Ability to navigate ambiguity, adapt to change, and take accountability and responsibility, to work effectively within the team and across the organization.
• Openness to ongoing learning, feedback, and growth
• Foresee risks and allows for contingencies when planning
• A commitment to the human rights of persons with disabilities
• Excellent technology skills (Word, Excel, Outlook, Zoom, PowerPoint, etc.); willingness to learn additional applications and accessible technology as necessary

Preferred, but not required qualifications are:

• Demonstrated experience in working as part of a small, fast-paced team and ability to work successfully in a virtual environment
• Demonstrated experience in working with staff members in different locations, across multiple nationalities, identities, and cultures