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Administrative Assistant

Maryland, United States (Remote)

Administrative Assistant

1 Month ago • All levels

About the job

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Job Description

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ORGANIZATION SUMMARY:

World Relief is a global Christian humanitarian organization that is fighting for change that lasts, right here in the U.S. and across the globe. We bring sustainable solutions to the world’s greatest problems – disasters, extreme poverty, violence, oppression, and mass displacement. The organization is approximately 75 years old and has worked in over 100 countries around the world since its founding.

In the United States, we come alongside local churches, community organizations and hundreds of individual volunteers to support newly arriving refugee and other immigrant families. Today, we are proud to partner with over 6,000 local churches, and 95,000 volunteers globally to bring hope, healing and transformation to the most vulnerable.

POSITION SUMMARY:

Are you a person of compassion? An advocate for justice? Someone who stands up for the rights of the vulnerable and speaks out for the marginalized, the exploited and the forgotten? Do you believe in our calling as Christians to welcome the least of these and love our neighbor?

If you answered ‘yes’, to any of the above, World Relief, and millions of people around the world need you.

The position represents the administrative functions within World Relief's Baltimore Office; primarily administrative support to VP of US Programs.

Role & Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Administrative tasks:

Monitoring and scheduling the daily, weekly and monthly schedule and general appointments for the VP of US Programs as requested.
Assisting in engagement of a wide variety of administrative support duties, managing complex schedule components and venue relationships and details for meetings.
Assisting with preparation of general materials for meetings as appropriate and necessary.
Assisting in the timely management of all communication, whether verbal, electronic or written.
Preparation of agendas; attendance at relevant meetings; taking/transcribing notes or minutes as necessary.
Process invoices, reimbursements and credit card reconciliations in WR ERP system, approve on behalf of the VP of US Programs according to accounting regulation
Book all travel for VP of US Programs (identify appropriate flight, ideal hoteling and take in any other relevant factors).
Provide a travel itinerary sheet with all relevant travel info and meeting schedule and location
Coordinate all upcoming meetings and visits of US Programs staff (for the VP of US Programs as requested)
Prepare and coordinate monthly with SVP to create Executive briefing through coordination with other departments
Prepare on a trimester schedule Board reports consisting of creating graphs on excel and pulling information from Power-Bi.
Maintaining quarterly and yearly program objectives and key results.
Experience with profit.co preferred.

Event Planning

Spearhead event planning for annual US Program leadership conference (required but not limited to, large group flight and hotel reservation, event budgeting, banquet event orders, on ground transportation coordination and restaurant reservation.
Travel required, in the US including Mexico.
Plan and coordinate, quarterly in person retreat from senior leadership, book hotel, food, and items needed for sessions.
Plan, order and set up any necessary supplies for conferences and retreats
Budget and purchase all related and requested items for conferences and retreats
Coordinate with other relevant units or leadership for planning.
Engagement in other various duties required by the VP of US Programs, as necessary.
Hospitality coordination

Knowledge, Skills, & Abilities

Proficiency with Word, Excel, PowerPoint, Zoom, Teams and Outlook
Highly attentive to detail
Able to handle confidential information in a professional manner
Strong people and interpersonal skills
Ability to be flexible and self-directed, ability to work with minimal supervision
Skill at completing numerous tasks on a deadline despite interruptions, flexibility amidst changing plans and agendas
Skill at working with virtual executive team, including President/CEO
Excellent oral and written communication skills, including an ability to communicate by phone or by e-mail with people for whom English is not their first language
Proven ability to organize work, delegate responsibilities and monitor results to secure effective organizational performance
Proven capability in building effective networks and working relationships with key internal and external stakeholders and providing client-focused services to managers and staff
Experience working in a multi-cultural context is an asset
Experience in booking travel and creating travel itineraries
Bachelor's degree preferred

World Relief offers a competitive benefits package (25 hours + per week):

- Medical, Dental, Vision

- Offer 16 company Paid Holidays + 4 additional Personal days per year!

- Paid Sick and Vacation Time

- Paid Parental Leave (12 weeks for qualified employees)

- FSAs: Medical & Dependent Care, & Commuter Funding

- Supplemental Life Insurance (employee, spouse, and children)

- Critical Illness, Hospital Indemnity, and Accident insurance policies

- Legal Shield Insurance

World Relief pays 100% for eligible employees:

- Group Term Life (employee, spouse, and children)

- Long Term & Short-term Disability

- Accidental Death and Dismemberment (AD&D)

- Long Distance Travel Insurance

- Employee Assistance Program (EAP)

World Relief - Retirement:

- 401K & Roth

- WR matches up to 4%, then an additional quarter percent up to 10%

- Eligibility: Full Time (40 hours per week) is eligible after 3 months of employment. Part time is eligible after 1000 hours in a year.

World Relief Discounts (Immediately Eligible):

- Verizon

- Pet Insurance through Nationwide

- Home and Auto insurance through Liberty Mutual

- Working Advantage Discount Program

- Active & Fit Gym Membership

World Relief is honored to be recognized with the Gold-level Cigna Healthy Workforce Designation for exceeding the core components of our well-being program including leadership and culture, program foundations and execution, and whole person health.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

· While performing the duties of this job, the employee is required to have ordinary ambulatory skills sufficient to visit other locations

· The ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) light to medium weights of 10-15 pounds.

· Requires good hand-eye coordination, arm, hand and finger dexterity, including ability to grasp, and visual acuity to use a keyboard, operate equipment and read application information.

· The employee frequently is required to sit, reach with hands and arms, talk and hear.

WORK ENVIRONMENT:

· General office setting. World Relief also offers hybrid and remote schedules for limited positions.

· Great lengths of time working on computer, reading from computer screen, entering information, standing at copier or fax machine, and some time on the phone or in virtual meetings may be required.

· Year-end archiving activities involve repeated lifting and bending.

· Physical, emotional and intellectual demands

· Equipment used: Employee computer (desktop or laptop), printer, and copier.

· All of the above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills and/or ability deemed necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities or requirements. Individuals may be required to perform any other job-related instructions as requested by their supervisor, subject to reasonable accommodation. This position description is not all-inclusive and is always under review.

We are proud to be an EEO/AA employer M/F/D/V.

For World Relief staff, strong commitment to the mission, vision, and values of World Relief is essential, and Christian faith is a prerequisite for employment, based upon United States federal guidelines provided in Title VII of the Civil Rights Act of 1964.

Legal Background in the United States

World Relief is both an equal opportunity employer and a faith-based religious organization. World Relief strictly prohibits and does not tolerate unlawful discrimination against employees on the basis of person’s race, color, sex, national origin, age, disability, genetic information, or any other characteristic protected under applicable federal, state, or local law, which does not conflict with the protections afforded World Relief as a faith-based employer.

In addition, physical or mental limitations will not be a factor in the application of World Relief's employment policies or employee practices, except for those situations in which occupational requirement make consideration of such factors necessary.

Pursuant to the Civil Rights Act of 1964, Section 702 (42 U.S.C. 2000e 1(a) World Relief has the right to, and does, hire only candidates who agree with World Relief’s Statement of Faith.

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