Admin Assistant - Contract - MMC Group

• Position: Administrative Assistant
• Location: On-Site in San Antonio, Texas 78207
• Business Hours: Monday - Friday, 8:00 AM - 5:00 PM  
• Length of Assignment: 3-6 months
• Hourly Rate: $24

ORGANIZATION AND PURPOSE

Our client is a nonprofit organization that serves as the leadership and governing body for the region's workforce development system. Our client is responsible for over $100 million dollar budget consisting of local, state, and federal funds. Our mission is to strengthen the regional economy by growing and connecting talent pipelines to employers. We are guided by the core values of Integrity, Excellence, Innovation, Collaboration, and Accountability.

Our client is governed by a 25-member Board of Directors that reflects the diverse constituencies of the regional community: business, economic development, education, labor, community organizations, and government. Their service area includes the counties of Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson.

GENERAL DESCRIPTION 

Under the direction of the CEO, performs complex and advanced administrative support to the CEO and board of directors. Work involves disseminating information, maintaining filing systems, and providing internal administrative support work. Regular attendance is required for this position. Performs other relevant duties as assigned.

ESSENTIAL DUTIES AND RESPONSIBLITIES

• Assist the liaison with the Board of Directors on all board and committee meetings.
• Prepare communications to Board as directed by CEO, Board Chair and/or Committee Chairperson
• Maintain official minutes of the full Board and of committee meetings.
• Responsible for sending out all packets (agendas and minutes) before each Committee meeting (this includes Audit & Finance, Strategic, Childcare, Oversight, Nomination, Marketing and Communications, HR, and Executive Committees)
• Prepare for Board of Directors meeting and all Committee meetings; print handouts, set up projector screen and audio system etc.
• Assist Executives leadership with communications (may include emails, drafting documents, telecommunications, etc.).
• Maintains CEO appointment calendar, schedules meetings, conferences, teleconferences or virtual meetings, and any travel as needed.
• Maintain professionalism, tact, and respect confidential information.
• Manage small events at the request of the CEO.
• Other duties assigned.

CEO and Staff Support 

• Develops and maintains effective office standards and procedures. 
• Responds to inquiries and requests from Board and Committee of Six for information in a timely manner.
• Coordinates meetings, conferences, and seminars.
• Prepares, edits, and distributes correspondence, reports, and other documents.
• Maintains records and filing systems accurately.
• Coordinates travel plans and itineraries and prepares related documents. 
• Assists in the planning and coordination of special events.
• Develop, create, and maintain PowerPoint presentations, Excel spreadsheets, Monday.com and any other documents needed to support the executive team.
• Greet guests and prepare Executive leadership as needed.

Board Support

• Committee of Six Liaison: Works with Partner staff and Elected Officials in the creation/setting of Committee of Six meeting agendas; Works with Partner Staff on logistics; Prepares packets and disseminates in a timely manner.
• Provides administrative and logistical support to the board and board committees. 
• In the absence of the Board Liaison, prepares and maintains board information and records, including meeting minutes, posts meeting notices. 
• Prepares and disseminates meeting agendas and materials.
• Coordinates with City of San Antonio, Bexar County and the rural judges regarding Committee of Six Meetings and partner minutes.
• Assists in the solicitation/recruitment of Board members; Works with the Nominations Committee to ensure recruitment packets are ready for review prior to presentation to the Committee of six; Actively updates Board attendance and presents to the Board Executive Committee as well as the Committee of Six and Partner Staff so that all are aware of current attendance data; Works with staff to ensure board information is up to date. 

GENERAL/ORGANIZATIONAL COMPETENCIES

• Quality/Compliance: Achieving a standard of excellence with our work processes and outcomes, honoring policies and all regulatory requirements.
• Communication: Balancing listening and talking, speaking, and writing clearly and accurately, influencing others, keeping others informed.
• Initiative: Taking ownership of our work, doing what is needed without being asked, following through.
• Efficiency: Planning, managing time well, being on time, being cost conscious, thinking of better ways to do things.
• Customer Focus: Striving for high customer satisfaction, going out of our way to be helpful and pleasant, making it as easy as possible on the customer rather than our department.
• Collegiality/Collaboration: Being helpful, respectful, approachable, and collaborative, cooperating with others, inside and outside the organization, to accomplish objectives to build and maintain mutually beneficial partnerships, leverage information, and achieve results.
• Integrity/Transparency: Upholds social, ethical, and organizational norms and values; firmly adheres to codes of conduct and ethical principles; behaves consistently, and is open, honest, and trustworthy; acts without consideration of personal gain.
• Continuous Learning & Self Development: Being receptive to feedback, willing to learn, embracing continuous improvement, proactively investigating new perspectives, approaches, and behaviors.
• People Management (for those with direct reports): Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
• Problem Solving: Identifies problems and uses logic, judgment, and data to evaluate alternatives and recommends solutions to achieve the desired organizational goal or outcomes. 
• Decision Quality: Makes sound decisions that consider objectives, risks, implications, and agency and governmental regulations.

GENERAL QUALIFICATIONS

• To perform this job successfully, the individual must be able to perform each essential job duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

KNOWLEDGE, SKILLS, AND ABILITIES

To perform this job successfully, an individual must be possessing the following:

• Demonstrable knowledge and expertise in office practices and procedures.
• Ability to prepare reports, compose letters and memos with attention to detail.
• Skill in using tact, discretion, initiative, and independent judgment.
• Ability to develop and modify work procedures, methods, and processes to improve efficiency.
• Ability to oversee and coordinate assignments delegated by the CEO to ensure timely and competent completion.
• Strong skills with Microsoft Office, particularly with PowerPoint, Excel, and Word.
• Must demonstrate research and project management skills, possess a strong work ethic, and enjoy working collaboratively.
• Strong organizational skills with ability to manage diverse projects simultaneously.
• Exceptional written and oral communication, analytical, and problem-solving skills.
• Ability to work independently with minimal supervision.
• Ability to multi-task in fast-paced environment with tight deadlines and collaborate with cross functional teams to get desired results.
• Confidentiality is extremely important.

EDUCATION and/or EXPERIENCE

• Bachelor's degree from an accredited four-year college or university in business administration or in a related field required.
• A minimum of five years of experience in high-level secretarial or administrative support, preferably for a non-profit or governmental entity.

OTHER QUALIFICATIONS

• Must be legally eligible to work in the United States.
• Will require occasional in-region and out-of-region travel; Must have proof of valid driver's license and current auto insurance; must provide own transportation when on company business.

PHYSICAL DEMANDS and WORK ENVIRONMENT

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• See the Job Activity Requirements for the Essential Job Functions attached and description of the work environment.
• Auxiliary aids and services are available upon request to individuals with disabilities.
• The position will close when filled.

Equal Opportunity Employer