Senior Administrative Assistant

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The National Cooperative Business Association CLUSA International (NCBA CLUSA) is the primary voice for people who use cooperative businesses to build a better world and a more inclusive economy in the United States and an international development organization. NCBA CLUSA provides cross-sector education, technical assistance, and advocacy that helps co-ops thrive. For over 100 years, NCBA CLUSA has sought to advance and protect cooperative enterprises, highlighting the impact that cooperatives have in bettering the lives of individuals and families. In the last 60 years, NCBA CLUSA has worked in over 85 countries in the areas of food security, agricultural development, strengthening of communities and farmer organizations, community-based health, natural resources management, and empowerment of smallholder farmers, women, and youth. We currently work in in Africa, Latin America, and Asia.

NCBA CLUSA is currently seeking a qualified candidate for the position of Senior Administrative Assistant to support the President and CEO, based in Washington, DC.

The Senior Administrative Assistant will provide a broad range of administrative, secretarial, and operational support to the President and CEO. This position will report to the President and CEO and will work under the guidance and direction of the Office Administrator.

The candidate must be punctual, proactive, and able to adhere to deadlines and work efficiently in a fast-paced office environment to ensure the smooth flow of office operations in a professional and courteous manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Performs a full realm of administrative duties for and on behalf of the President and CEO including planning and maintaining schedules; and making logistical arrangements for meetings, domestic and international travel, conferences, luncheons, receptions, and other NCBA CLUSA events. This includes meetings for the Board of Directors for NCBA CLUSA and the Cooperative Development Foundation (CDF).
  • Prepares clear and well-written communications for the President and CEO’s review and approval, the Board of Directors, and other internal and external stakeholders. This includes preparing and editing correspondence, reports, presentations, briefs, spreadsheets and other documents for meetings, events and conferences.
  • Records minutes for all NCBA CLUSA and CDF Board meetings and other meetings attended by President and CEO.
  • Keeps President and CEO apprised of important developments, changes or issues affecting the organization.
  • Responds to inquiries made from Board Members and other external constituents that are directed to the President and CEO’s Office that require administrative assistance.
  • Works with the Office Administrator in prioritizing conflicting tasks and needs of the President and CEO; handles these matters expeditiously, proactively, and follows through effectively to successful completion, often with deadline pressures.
  • Prepares, processes, submits and tracks the President/CEO’s expense reports for review by the Office Administrator.
  • Screens, responds to and routes telephone calls and email, as appropriate.
  • Serves as the primary back up for the Office Administrator and other members of the administrative staff, including reception desk relief, when needed.
  • Develops professional relationships within the organization and with external contacts.
  • Maintains confidentiality in all member, employee and association issues.
  • Performs other duties as assigned and requested by the President and CEO to ensure a smooth work flow within the Executive Office.

SKILLS AND EXPERIENCE:

  • Bachelor’s degree preferred with 3-5 years of senior level administrative or project management experience;
  • Advanced skills in Microsoft Office with exceptional experience in Word and Excel. Strong ability in project management software preferred.
  • Excellent communication skills, both verbal and written are essential with special emphasis on very strong writing skills.
  • Excellent organizational skills, attention to detail, able to change priorities quickly.
  • Exceptional communication and interpersonal skills.
  • Superior organizational and time management skills with an adherence to completing projects and tasks in a timely manner.
  • Ability to maintain composure under pressure and manage unforeseen situations.
  • Ability to work independently and handle a high-volume, fast-paced environment.
  • Experience being a team player and working under pressure to meet tight deadlines in a highly effective and collegial manner.
  • Sound judgment with ability to make timely decisions, exercise discretion and maintain a high degree of confidentiality.

KEY COMPETENCIES:

  • Communication skills
  • Problem analysis and assessment
  • Judgment and problem solving
  • Planning and organizing
  • Time management
  • Attention to detail and high level of accuracy
  • Integrity
  • Adaptability
  • Teamwork and collaboration

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to sit, use hands to write or type, use arms to reach for items and turn head to speak and/or hear others. The employee will frequently walk, reach, stoop, push and pull up to 20 lbs. and lift up to 10 lbs. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The noise level in the work environment is usually moderate and should remain low to moderate during normal business hours. The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions of this job within an office setting. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions of the position.

RELATIONSHIPS:

The Administrative Assistant reports to President and CEO and works closely with and under the direction and guidance of the Office Administrator. The Administrative Assistant also works closely with the senior leadership team and Board of NCBA CLUSA, as well as with the Executive Director of CDF. S/he is expected to work in a positive, professional manner with all NCBA CLUSA/CLUSA staff, former staff, members, potential members, vendors and the public.

ADDITIONAL INFORMATION:

LANGUAGE:

Ability to read, write, and speak English. Ability to effectively present or pass on information and respond to questions and requests from various parties.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of variables in situations where complex tasks are necessary and under some pressure.

For the ease of completing your application Google Chrome or Firefox are the recommended browsers.

To apply, click here. Only candidates selected for an interview will be contacted. No phone calls, please.

NCBA CLUSA is an equal opportunity/affirmative action employer with a commitment to diversity. All individuals, regardless of personal characteristics, are encouraged to apply; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, protected veteran status, genetic information, age, and legally protected characteristics for non-merit factors.

NCBA CLUSA is committed to providing reasonable accommodations to qualified individuals with disabilities in all facets of employment, including the employment application and selection process. If you have a disability that affects your ability to use our online system to apply for a position at NCBA CLUSA, please send an email to Misti French or call 202.638.6222.

 

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