To apply for this position go to https://www.heifer.org/about-heifer/careers/view-all-jobs.html
FUNCTION
Accountable for providing assistance, coordination, and support to Heifer USA
ESSENTIAL CHARACTER TRAITS
Collaborative, organized, service-oriented, energetic, personable, and detailed
RESPONSIBILITIES AND DELIVERABLES
Administratively & logistically support co-Directors of Heifer USA Program and Heifer USA Team. (50%)
DELIVERABLES
- Oversee and assist the Directors with administrative functions that consist of daily administrative tasks, projects, workshops, travel, technical reports and other functions as requested.
- Assist in the development and coordination of Heifer USA activities and conferences.
- Prepare and process standard forms and documents for the Heifer USA program i.e. check requests, travel requests, credit card statements, etc. Edit and transcribe materials as needed.
- Prepare invoices for payment before review by Heifer USA Directors.
- Maintain matrix for tracking vendor contracts (i.e. effective dates, outputs, and fees) and follows up with Directors on contract issues.
- Plan and coordinate meetings involving Heifer USA program to include reserving conference rooms electronically, set-up, recording meeting minutes (when needed) and distributing minutes, when appropriate.
- Facilitate strategic team meetings and working sessions with project partners.
- Coordinate and/or facilitate arrangements for travel and reservations for Heifer USA team as needed to include outside consultants (domestic & international), for meetings, conferences and training workshops, including local transportation, airfare, hotel and other logistics as requested.
Assist in monitoring Arkansas Director’s email and voicemail, keep daily check-in updated, inform Arkansas director of important upcoming tasks and communications from external stakeholders and help to ensure timely responses to high-priority tasks, projects and individuals. (10%)
DELIVERABLES
- Assist Directors with timely communication support including monitoring emails, and replying to emails and phone messages on behalf of Directors, under certain circumstances.
Manage the Heifer USA Office. (10%)
DELIVERABLES
- Distribute incoming and outgoing departmental mail.
- Design, develop and maintain filing system electronically and hard copy for Heifer USA team.
- Order all office supplies for the Heifer USA program.
- Maintain asset use and maintenance files, asset registration documents, and asset reservation schedules for team.
Support general project management and Heifer USA / Learning Center Integration Initiatives. (10%)
DELIVERABLES
- Develop resources for workshops, training and meetings and assist with preparing reports and summaries from meetings.
- Assists in researching and preparing grant proposals for funding.
- Keeps Directors informed by reviewing and analyzing special reports; summarizing information; identifying trends.
- Coordinate volunteers to support Heifer USA project participants.
Preferred Requirements
- Bachelor’s degree in business administration and/or humanitarian/NGO (non-governmental organization) related field.
- Five (5) years of administrative office experience in a busy office environment.
- Experience facilitating meetings and / or group work.
Most Critical Proficiencies
- Possess excellent customer service skills.
- Collaborative, team-building skills with strong systems thinking, organization and management skills.
- Flexibility and ability to balance entrepreneurialism, creativity and innovation, with policy and procedural compliance to advance project and organizational objectives.
- Knowledge of general office procedures.
- Knowledge of Microsoft Office (i.e. Word, Access, Excel, Outlook) and ability to create documentation using software required.
- Excellent oral and written communication skills.
Minimum Requirements:
Bachelor’s degree
OR
High school diploma/GED plus four (4) years’ job-related experience.