Overview
Assistant Office Administrator Jobs in Lafayette, LA at Star Service, Inc.
BUSINESS PARTNER – EXECUTIVE ASSISTANT (BPEA) (REMOTE)
TRPLF is currently accepting applications for a Business Partner – Executive Assistant (BPEA) to support the TRPLF Chief Financial Officer (CFO) and their team. This position reports directly to the CFO and will ensure the smooth functioning of the CFO team by providing a broad variety of administrative support that facilitates the CFO’s ability to effectively manage the fiscal and business operations of the organization. The BPEA will also provide administrative, scheduling, and project support to the CFO team, consisting of Finance, Human Resources, Information Technology, Construction, Risk/Legal, Procurement and Grants management.
CORE KNOWLEDGE AND COMPETENCIES:
Ability to anticipate needs and act accordingly.
Ability to give a high level of customer service to both internal and external constituents.
Knowledge of board and/or non-profit governance.
Ability to learn the full scope of TRPLF’s work to provide more effective support.
Ability to coordinate and manage projects and logistics.
Ability to prepare clearly written summaries and analyses.
Ability to create dynamic and engaging presentations including charts and graphics.
Ability to maintain confidential information.
Ability to communicate effectively interpersonally and in group presentations.
Ability to handle a fast pace, heavy workload, and meet deadlines.
Ability to work with a high level of proficiency in Microsoft 365 and Microsoft Office software. including Word, Excel, PowerPoint and Outlook and Adobe Acrobat.
Ability to manage highly detailed work with speed and accuracy.
Ability to work collaboratively and respectfully with a variety of people and groups and to represent the TRPLF effectively.
JOB RESPONSIBILITIES INCLUDE:
Serve as the primary point of contact for internal and external constituents on all matters pertaining to the CFO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the CFO’s style and organization policy.
Support the CFO in working with the CFO team including Finance, Human Resources, Information Technology, Construction, Procurement and Grants management, including administrative support (policies, meetings, project coordination and management) and coordinating schedules.
Provide sophisticated calendar management for the CFO by prioritizing inquiries and requests while troubleshooting conflicts. Track and assure that all briefing and background materials are provided in a timely manner.
Conduct and coordinate background research and analysis as needed for the CFO.
Handle travel arrangements, including registration for conferences, hotel accommodations, air travel, and provide supporting materials for team’s travel.
Manage contract coordination, creation, completion and tracking.
Organize meetings including scheduling, RSVP tracking and communications, venues, meals, and any ongoing follow up.
Take meeting notes or minutes as needed, follow up on tasks to keep work moving, schedule meetings accordingly.
Oversee department communication and file sharing tools such as OneDrive or MS Office 365.
Serve as a resource for interpretation and application of standard department/corporate policies, procedures, guidelines, and practices.
Assist human resources department with administrative tasks related to recruiting, onboarding and policies.
Create or improve upon systems and processes for ongoing, regularly occurring activities and tasks.
Develop and foster relationships with team and other organization executive assistants.
Provide back-up support to other administrative roles.
Participate and/or lead cross-functional work groups as appropriate.
Manage other duties or projects as assigned.
EDUCATION AND EXPERIENCE:
BS/BA in business, communications or similar degree
Seven (7) years related work experience in a support position. Experience operating in a non-profit organization helpful.
Title: Assistant Office Administrator
Company: Star Service, Inc.
Location: Lafayette, LA
