Overview
Administrative Assistant Jobs in Wilmington, NC at Sonic Systems International LLC
You Gotta Believe (YGB) is a New York City-based, national organization specializing in finding permanent families for young adults, teens, and pre-teens in foster care. YGB focuses exclusively on preventing youth from aging out of foster care without family; thus reducing the risk of homelessness, incarceration, and poverty due to a lack of stable connections. Founded in 1995, YGB achieves this mission by collaborating with foster care organizations to recruit, match, and provide indefinite, comprehensive support to adoptive foster parents and youth.
As an Administrative Assistant to the Executive Director (ED), you are a highly organized, proactive individual. Primarily, you will be responsible for providing comprehensive administrative support, and managing schedules, communications, and office tasks on behalf of the ED. Additionally, the role includes secondary responsibilities supporting the Executive Director’s direct reports and coordinating event planning and execution. This position requires exceptional multitasking abilities, attention to detail, and a high level of professionalism.
Primary Responsibilities:
Administrative Support:
Calendar Management
Coordinate and manage the Executive Director’s calendar, ensuring efficient time management.
Schedule and organize meetings, appointments, and conferences.
Anticipate scheduling conflicts and proactively resolve them.
Coordinate lunch and dinner reservations as needed
Document Preparation:
– Prepare, review, and edit a variety of documents, reports, and presentations.
– Draft correspondence and communications on behalf of the Executive Director.
– Ensure all documents are accurate, professionally formatted, and completed in a timely manner.
Travel Coordination:
– Arrange travel, including flights, accommodations, transportation, and itineraries.
– Prepare detailed travel plans, including travel packs and emergency contacts.
Communication Management:
Act as the gatekeeper for the Executive Director’s communications, screening and prioritizing emails, calls, and messages.
Maintain strong relationships with internal and external stakeholders.
Meeting Coordination:
– Organize and coordinate internal and external meetings, including preparing agendas, taking minutes, and following up on action items.
– Facilitate effective communication within the executive team and across departments.
Office Management:
Organize and maintain physical and electronic office files, records, and databases.
Ensure documents are easily accessible and systematically archived.
Budgeting and Expenses:
Assist with budgeting and tracking expenses.
Prepare and process expense reports and reimbursements for the Executive Director.
Secondary Responsibilities / Support for Direct Reports:
Administrative Assistance:
Provide administrative support to the Executive Director’s direct reports, including calendar management, document preparation, and meeting coordination.
Assist in coordinating departmental projects, meetings, and communications.
Reporting and Documentation:
– Compile, format, and distribute reports, presentations, and other documentation for the leadership team.
– Ensure all materials are accurate and delivered on time.
Event Coordination:
Plan, coordinate, and execute YGB events such as meetings, conferences, workshops, and team-building activities.
Manage event logistics, including venue selection, catering, transportation, and accommodation arrangements.
Event Material Preparation:
Develop and distribute event materials such as invitations, agendas, itineraries, and presentations.
Handle on-site event management and troubleshooting to ensure events run smoothly.
Qualifications:
Bachelor’s degree in Business Administration, Communications, or a related field preferred.
3-5 years of experience as an Administrative Assistant or in a similar role supporting senior executives.
Proven experience in event planning and execution.
Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
Excellent attention to detail and accuracy in all tasks.
Exceptional verbal and written communication skills.
Ability to communicate effectively with diverse stakeholders, both internal and external.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Familiarity with project management tools and software is a plus.
High level of professionalism, discretion, and confidentiality.
Ability to work independently, anticipate needs, and proactively address issues.
Strong problem-solving skills and the ability to adapt to changing priorities.
Ability to work under pressure and manage stress effectively.
Preferred Attributes:
Experience in supporting senior level executives.
Strong interpersonal skills and the ability to build and maintain relationships.
Ability to work in a fast-paced, dynamic environment.
Familiarity with office management procedures and basic accounting principles.
This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it.
WE OFFER. Benefits include medical, dental, life insurance, and 403(b) retirement plan; 3 weeks of vacation (including the week between Christmas and New Year’s) and holidays.
COMPENSATION. The compensation for this position is $50,000 annually.
PHYSICAL DEMANDS. The position primarily involves traveling in the inner city, standing for one or more hours for workshops and presentations, and computer-based work from a seated position.
LOCATION. This position is in New York City and will have a hybrid work arrangement.
WE BELIEVE IN EQUAL EMPLOYMENT. You Gotta Believe is an equal opportunity employer. Applicants and employees shall not be discriminated against because of race, religion, sex, national origin, ethnicity, age, mental or physical disability, sexual orientation, gender (including pregnancy and gender expression) identity, color, marital status, veteran status, medical condition, or any other classification protected by federal, state, or local law or ordinance. Reasonable accommodation will be made so that qualified differently abled applicants may participate in the application process. Please advise in writing of special needs at the time of application.
Title: Administrative Assistant
Company: Sonic Systems International LLC
Location: Wilmington, NC
