Executive Office Assistant

OVERVIEW

The Executive Office Assistant provides administrative, operational and facilities management support to USCRI staff throughout seventeen (17) offices nationwide and at Headquarters.

Reporting to the , the Coordinator will work to improve operational systems, processes and functions. USCRI is seeking a professional who doesn't mind wearing multiple hats.

Experienced in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision.

Well organized, flexible and enjoy the administrative challenges of supporting an organization of diverse people.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Build and maintain relationships with landlords, building maintenance staff, vendors and staff and provide support and solutions to technical and maintenance issues.
• Serve as primary contact for supply orders, inventory and other procurement support, and monitor receipt of items and organizing invoices for payment and budget reconciliation.
• Act as primary vendor liaison and maintain contracts and files and negotiate vendor contracts under the direction of the Executive Coordinator and / or the Director of Management of Information Systems as needed.
• Serve as Floor Warden and represent USCRI headquarters at tenant meetings and preparing and executing emergency planning procedures.
• Support the Executive Coordinator in coordinating and planning logistics pertaining to moves, buildouts and setups of new offices.
• Oversee offsite storage management including retrieval, storage, coding, updating and destructions based on retention schedules and approved policy.
• Assist with the research and implementation of new programs, systems, and office solutions to improve internal processes across all offices.
• Support Executive Coordinator with administrative tasks and special projects as necessary.
• Ensure remote office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
• Coordinate remote office staff activities to ensure maximum efficiency
• Help maintain SharePoint online filing system
• Review and approve remote office supply acquisitions
• Point of contact and onsite supervision for all moves, office relocation and build outs at USCRI HQ.
• Designs and maintains organizational charts for headquarters and field offices.
• Support Sr. Field Office Directors Office, Legal Services and the Children Services Programs all needs regarding their offices, program requirements and equipment
• Negotiates and maintains USCRI’s cell phone contract including all upgrades, equipment releases, and programming and technical assistance issues with sub-contractors.
• Act as a backup coverage for receptionist and Executive Coordinator; and
• Performs other duties as assigned by supervisor.

POSITION REQUIREMENTS

• Bachelor’s degree preferred
• Spanish speaking highly desired; but not required
• 2-3 years of relevant experience in an administration, facilities management and / or operations role is required
• Excellent written and oral communication skills. Experience in writing and editing professional business letters, reports and documents
• Demonstrated ability to achieve performance goals and meet deadlines in a fast-paced environment
• Ability to prioritize workload, multitask, and pay close attention to detail and accuracy
• Strong interpersonal skills to effectively interact with all levels of staff and the capacity to work independently as well as in collaboration with others is required
• Demonstrate excellent customer service with the ability to diffuse difficult situations involving internal and external contacts
• Ability to practice discretion and maintain strict confidentiality and security of sensitive information
• Proficiency in Microsoft Word, PowerPoint, and Excel

PHYSICAL DEMANDS

• Use of manual dexterity, tactile, visual, and audio acuity
• Use of repetitive motion, prolonged periods of sitting and standing, and sustained visual and mental applications and demands
• Occasional lifting (up to 50 pounds), bending, pulling, and carrying
30+ days ago