Administrative Services Assistant
Themesoft IncNashville, Tennessee, USA- serp_jobs.job_card.full_time
Job Title : Administrative Services Assistant
Location : Nashville, TN (Onsite)
Duration : 6+ Months
Job Description :
Key Responsibilities :
- Scheduling and Coordination :
o Coordinate meetings, appointments, and events for program directors.
o Help organize and optimize schedules to enhance productivity and efficiency.
o Help with arranging travel and accommodations.
o Create and distribute meeting agendas and supporting documents promptly.
o Serve as an additional point of contact for internal and external inquiries.
o Facilitate communication between program staff, partners, and external contacts.
o Draft and distribute correspondence, emails, and memos on behalf of the program directors.
o Develop and maintain a comprehensive contact list of partners, and other key contacts, ensuring it is up-to-date and accessible.
o Assist in preparing reports, presentations, and documentation.
o Maintain organized filing systems for program-related documents.
o Handle routine administrative tasks as instructed by program directors.
o Conduct regular check-ins to ascertain weekly priorities and project statuses.
o Assist with vendor contracts.
o Scan physical documents into digital format.
o Provide backup support for key administrative tasks during staff absences.
o Ensure continuity of operations during temporary vacancies.
o Assist in the coordination of special projects and events as assigned.
o Collaborate with other administrative staff to support cross-functional initiatives.
o Organize and prioritize tasks to support efficient workflow and project management.
o Take detailed meeting notes and facilitate post-meeting information sharing.
o Communicate upcoming due dates and deadlines.
o Coordinate catering and manage logistics for in-person meetings.
Qualifications and Skills :
Minimum Requirements :
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Administrative Assistant • Nashville, Tennessee, USA