Administrative Assistant Operations

POSITION SUMMARY

Forest Park Forever seeks an Administrative Assistant to support the Senior Vice President (SVP) of Operations. This role is for an energetic individual with strong communication and organizational skills, and the ability to work autonomously to facilitate the overall effectiveness of the SVP of Operations in their role interfacing with internal and external constituents. , This position reports to the SVP of Operations and will interface and support members of the Department of Parks Planning and Projects, an organization reporting to the SVP of Operations.

PRIMARY RESPONSIBILITIES

Office Management

• Provides Administrative support to the SVP of Operations as well as the Director of Parks Planning and Projects.

• Supports activities of the Building and Grounds Board Sub-Committee and other Operations Department committees by proactively scheduling meetings, assembling and disseminating information and preparing source documents under the instruction of the SVP of Operations.

• Attends Committee meetings or other meetings as requested to record minutes or support special projects or community engagement activity.

• Records, summarizes, catalogues and distributes meeting minutes.

• Manages and coordinates special projects and events as directed by the SVP of Operations.

• Supports and works collaboratively as needed with other Administrative Assistants. Support phone and desk coverage for assistants, receptionist,.

• Has a working knowledge of office equipment (i.e., copiers, postage machine etc.) and assists when issues arise.

• Types and formats correspondence and other documents from drafts self-created on behalf of and/or created by the SVP of Operations, proofreads letters and publications, processes and coordinates all aspects of communications from the SVP of Operations and the Department of Parks Planning and Projects to the Board, donors, prospects, and other constituents. Ensures that material is accurate.

• Drafts and assembles presentations using Power Point and other presentation software.

• Ensures all correspondence, contracts and other documents are filed appropriately; maintains project files (mostly electronic) for the SVP of Operations and the Department of Park Planning and Projects.

• Responsible for maintaining office standards and administrative best practices.

• Proactively manages calendars and addresses scheduling conflicts.

• Creates travel plans, arrangements, and itineraries.

• Assists with the preparation and proofing of financial information including budget forecasts, account statements and various excel files, as necessary.

• Tracks invoices and updates excel files used to compare budgets to actual expenses incurred. Codes, submits, and tracks invoices in accounting and finance software.

Position Qualification Requirements

• Associate degree or equivalent experience.

• Preferably at least 3 years of experience.

• Knowledge and proficiency in the use of Microsoft Outlook & Office suite (Word, Excel, Access, PowerPoint, Teams, SharePoint), Zoom and other virtual meeting platforms required.

• Proficiency in launching virtual meetings on FPF meeting room AV systems

• Ability to learn and use ClickShare and similar digitized information projection software.

• Knowledge and proficiency in or ability to learn the invoice and purchase order processing modules of Yooz and Sage/Intaact desired.

• Knowledge of and proficiency in reporting and credit card balancing.

• Ability to problem solve and interact with all levels of staff, volunteers, donors, committee members, board members and the public as well as vendors/contractors.

• Ability to successfully prioritize and manage multiple tasks simultaneously while maintaining a high level of accuracy.

• Ability to draft original content on behalf of the SVP of Operations and evaluate and edit the content, structure, and format of a range of communications drafted by the SVP of Operations.

• Scheduling flexibility that allows working occasional weekends and evenings as required.

Physical/Visual Activities or Demands

• Frequently works indoors in an office environment with the ability to sit at a desk for prolonged periods of time.
• Occasionally works outdoors, traversing uneven terrain across the Park with the ability to stand for prolonged periods of time, sometimes in unpleasant weather conditions (heat, cold, rain, snow).
• Ability to flex working hours to accommodate morning, evening and weekend activities, as needed.
• Frequently moves materials, sometimes weighing up to 50 pounds, for a reasonable distance.

License(s)/Certification(s) Required: Valid driver’s license.

Benefits:

Forest Park Forever is an equal opportunity employer and offers a retirement plan, health, dental, life and disability insurance, vacation, and personal leave.

Forest Park Forever is an equal opportunity employer and maintains a drug-free workplace in accordance with federal regulations.