Administrative Support Specialist (part-time) - ITHAKA

The Role

We are seeking a part-time (3 days/24 hours per week) Administrative Support Specialist to handle office management, executive calendar management, and travel coordination for our Ann Arbor, Michigan office. In this role, you will use your strong organizational and interpersonal skills to create a positive work environment, while juggling multiple priorities.

The Administrative Support Specialist role is critical to the smooth operation of our Ann Arbor office.  You must be available to work on-site Tuesday through Thursday. 

As an integral part of the Administrative/Work Life & Culture team, you will play a crucial role in shaping and maintaining a vibrant, inclusive, and positive office culture that benefits all employees. This position reports to the Director of Work Life and Culture & Administration. 

The deadline to apply for this position is Friday, October 18, 2024.

Responsibilities

Office Management

• Create and maintain a welcoming environment for visitors and staff.
• Coordinate office activities and events to enhance workplace culture. 
• Manage common areas, cleaning contracts, and office supplies, while coordinating and overseeing facility-related projects, including office space enhancements and repairs; serve as liaison with building management and negotiate with vendors to ensure best value and recommend changes when appropriate.
• Maintain up-to-date office security, safety systems, and emergency procedures (such as access cards and building-required fire drills).
• Collaborate with the administrative team on setting and maintaining consistent office policies and communication.
• Oversee mail and deliveries, and manage unique shipping requirements as they arise.
• Communicate office information effectively and promptly, in collaboration with Communications staff.
• Coordinate local travel arrangements (hotel and local transportation) for staff as needed.

Executive Support

• Schedule appointments, maintain accurate calendars, and process travel expenses and reimbursements for the Vice President, Technology and our CFO.
• Plan and coordinate domestic and international travel arrangements and provide all necessary documentation and accurate, detailed itineraries.

Additional Responsibilities

• Model commitment to ITHAKA's values of belonging, evidence, speed, teamwork, and trust.
• Support effective team retreats by handling in-office logistics, including booking and setting up meeting rooms, arranging catering, and facilitating clean-up.
• Prepare correspondence, reports, and presentations as needed.
• Assist with special projects and events.
• Occasional travel, comprising less than 10% of the time, may be necessary, primarily for visits to our New York office.

Experience and Skills

• Minimum 3 years of experience in office administration, facilities management, or customer service-oriented roles.
• Excellent interpersonal skills with the ability to work effectively in a hybrid environment across multiple levels and locations.
• Strong organizational skills with the capacity to prioritize tasks and balance competing demands.
• Demonstrated ability to reliably complete projects and tasks on time with excellent attention to detail.
• Flexible approach, with the ability to comfortably handle unexpected issues.
• Proactive problem-solving style with good decision-making abilities and initiative. Ability to work independently, combined with excellent judgment about when to escalate matters to the appropriate person or team.
• Proficient in MS Office Suite (especially Outlook calendar), GSuite, and general computer skills.
• Outstanding verbal and written communication skills.
• Demonstrated discretion in handling confidential information.
• Ability to thrive in an agile environment.
• Physical capability to lift up to 20 pounds.

Work Authorization and Sponsorship 

ITHAKA is not currently considering candidates who require any type of immigration sponsorship (additional work authorization or permanent work authorization) now or in the future to work in the United States.

Compensation and Benefits

At ITHAKA we believe in openness and equity. Part of living those values is our commitment to clarity about salary ranges, so candidates know what to expect. The starting salary for this position based on a 60% work schedule ranges from $36,000 - $42,000 per year. Starting pay may vary with job-related knowledge, skills, and experience. At present, our total compensation package for benefits-eligible employees includes medical, dental, and vision plans, an employer-paid 10% retirement contribution, paid parental and caregiver leave, 22 days of paid time off, 11 paid holidays, up to 12 sick days, wellness benefits, and more. Please note that ITHAKA, at its discretion, may make changes to its benefits programs from time to time.
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