Overview
Front Office Administrator Jobs in Alpharetta, GA at StimLabs
Provide is an equal opportunity employer. Black, Indigenous, People of color, women, LGBQIA+, Trans and Nonbinary people, and those with disabilities are strongly encouraged to apply. We prioritize applicants from our program states. These states are Alabama, Georgia, Kentucky, North and South Carolina, Florida, Mississippi, Louisiana, and Oklahoma.
About Provide
Founded in 1992, Provide is a national remote-work organization working to ensure that there is access to abortion, especially for those living in rural communities and Southern and Midwestern states. Provide educates and supports health and social service providers to be able to give the care and support those facing an unintended pregnancy need. Our work is rooted in the on-the-ground realities of people’s lives and of the systems and resources that are available to them. We believe that everyone has a role in supporting access to abortion care and that by giving people the tools and resources to play their role we can transform the way abortion is experienced where improved access is needed most.
Provide is seeking an Executive and Program Assistant (EAPA) to increase our team’s capacity to support frontline healthcare and social service providers in responding to their clients’ needs around abortion and other stigmatized care.
We are looking for someone with exceptional administrative and executive support skills. This person should also be a skillful verbal and written communicator who demonstrates self-awareness, emotional maturity, and good judgment in a diversity of situations, particularly in maintaining a realistic balance among multiple priorities. The EAPA should be an effective and resourceful problem-solver who delights in collaboration and demonstrates a sky-high level of initiative. You seek out opportunities to use your skills to help your team achieve shared goals. Our ideal candidate is energized by the key themes of our work, (i.e. access to reproductive and sexual healthcare, reproductive justice) and has a strong analysis of how the intersections of systemic oppression (white supremacy, racism, sexism, ableism, classism, transphobia, etc.) negatively impact access to abortion and other stigmatized healthcare.
This position is a full-time (40 hr/week) remote work position based in the US.The EAPA reports directly to the Managing Director (MD). The EAPA serves as an executive assistant to the MD and will be responsible for providing administrative support related to the delivery, evaluation, and marketing of Provide’s programs. Limited travel up to 35% will be required for this position.
Responsibilities include, but are not limited to:
Provide Executive Support to the Managing Director 40%
The Executive and Program Assistant will provide high-level administrative support to the Managing Director in a one-on-one working relationship. This work will also include the execution of administrative and project support tasks related to managing and improving the workflow and continuity of work related to strategy development, planning and reporting at Provide. This work also includes serving as a liaison and providing support to the Strategic Leadership Team (SLT). Activities will include but are not limited to:
MD Workflow Management:
Internal and External Scheduling and Calendar Maintenance for MD
Coordination of MD Inbox, Asana task management, SharePoint files
Prepare and submit expense reports for MD
Screen and, when necessary, respond to MD administrative requests (i.e. Bamboo, Expensify)
Post notes and Asana follow-up for MD check-ins/working sessions/external meetings
Support MD in the creation and distributions of reports, meeting materials and presentations for board, staff and external audiences
Support for Strategy Planning and Reporting:
Coordinating Asana documentation, follow-up and scheduling for org reporting throughout the organization
Documenting and posting in Asana agendas, notes and follow-up for all SLT work sessions and meetings
Scheduling and calendaring for all strategy and SLT work sessions
Administrative support, including Asana documentation and reporting, for execution of SLT Priorities
Support the coordination of external consultant work, including Asana updates and scheduling
Provide Project and Administrative Support to Evaluation, Program and Marketing Teams– 40%
Under the oversight of the MD, and with the input and thought partnership of the Director of Programs, Director of Marketing & Communications, and Director of Program Evaluation, the Executive and Program Assistant will provide administrative, project coordination, research, and meeting planning and follow-up support to the Program, Evaluation, and Marketing & Communications teams. This includes but is not limited to the following activities:
Meeting Planning and Follow-Up: Post agenda, notes, and follow-up in Asana Follow-up: for interdepartmental and Program Division team meetings
Research and Data Collection: Execute miscellaneous research tasks in relation to Program, Evaluation, or Marketing & Communications function
Project Support: With the input of execution staff, execute initial set-up of Asana projects, post status reports, and create and manage Asana tasks, as needed and requested
Program Administration:
Accreditation Management and Administration: Manage the accreditation application process for Provide programming including the following:
Manage and execute the day-to-day process for securing and providing continuing education credits for health and social service professionals
Maintain detailed, accurate, and accessible CEU/CME internal records for both national and state accrediting organizations
Maintain and follow up on critical deadlines for renewals directly with national and state accrediting organizations to avoid any lapse in Provide’s offering of CEU/CMEs to our program participants
Responsible for proactive and consistent follow-up with internal stakeholders on important CEU/CME related information, including the Senior Director of Programs and Deputy Director of Finance and Administration.
Program Implementation Support: Supporting program staff in preparations and follow-up for training and technical assistance delivery, as requested (i.e. help organize participant materials, assist program staff with event planning aspects of hosting training and technical assistance events, etc.)
Program Evaluation Support: Execute regular tasks related to the maintenance of Provide’s database. Fulfill database request for meeting and one-off projects and external communications. Perform follow-up tasks with Provide Evaluation interview participants.
PERFORM ADDITIONAL RESPONSIBILITIES – 20%
Provide logistical and technical support for virtual and in-person trainings
Write reports (monthly updates, individual site training reports, quarterly individual reports and plans)
Participate in organizational and department planning meetings, as requested
Attends team meetings (e.g., division, all staff) via video conference regularly and with enthusiasm
Participate in visibility events, Provide staff and board meetings, professional conferences and meetings, and program activities as requested.
Serves as a public representative of Provide as requested
Desired Qualifications
Professional Experience: Experience as an executive or administrative assistant and/or as a program assistant or coordinator in a non-profit setting.
High-Level of Initiative and Excellent Judgment: Exhibits sound judgment, along with a proactive willingness and ability to implement work plans autonomously. Demonstrates a strong motivation to enhance existing conditions, particularly in terms of refining processes and methodologies for improved efficiency.
Administrative Skills: Demonstrated capacity to effectively multi-task and manage and proactively communicate about competing priorities as they arise.
Demonstrated command of the software and applications Provide uses to do its work (i.e. Asana, MS Office Suite (particularly Outlook, Word, Excel and Power Point), Zoom, Google Suite, Canva, SharePoint)
Demonstrated capacity to anticipate needs and pro-actively suggest solutions or next steps
Highly organized with excellent time and task management skills
Communication and Interpersonal Skills: Demonstrated capacity to communicate effectively with a diverse range of individuals and stakeholder audiences. Strong written skills including the ability to draft emails and to turn transcribed notes into short reports and summaries.
Project Assistance/Management Skills: Capacity to stay on top of multiple projects, plan backwards, anticipate obstacles, use resources wisely and identify and involves stakeholders appropriately to resolve issues.
Research and Analysis Skills: Demonstrated research and investigation skills, including the capacity to gather, organize and use information effectively.
Problem-Solving Skills: Demonstrated resourcefulness and capacity to identify opportunities and needs and create effective strategies to gather facts and data in order to reach conclusions and suggest answers to questions and/or solutions to problems
Remote Collaboration Skills: Ability to work within a highly collaborative remote, team-oriented environment which includes proficiency in using technology to communicate internally and externally, and to report on and manage projects.
Proven ability to actively cultivate, engage, and connect diverse people and activities working together toward a common goal and the ability to build trust in individual relationships across distances with a variety of stakeholders.
Commitment to and excitement about Provide’s core mission, values and programs.
Other relevant skill sets:
Event Planning: Experience researching and identifying venue and other tasks in preparation for team meetings and retreats,
Presentation and/or Facilitation: Capacity to present information or lead a conversation in a way that facilitates effective group decision-making or input
Salary Range and Benefits
The Executive and Program Assistant Specialist position is a full-time position, with a salary of $65,000.
An important note about equitable pay and the posted salary: It is well researched and documented that the process of salary negotiation is uncomfortable at best, inequitable at worst. Provide is committed to fairly and equitably compensating our team members from day one. Therefore, the posted salary and benefit package is our best offer. We have done a considerable amount of research to ensure the salary offered with this position is within the industry range for the skill set and experience we are seeking. It’s important to understand that there will be no salary negotiations should an offer be extended. We live by this practice as a demonstration to other organizations that equitable, transparent, and upfront conversations about salary attracts well qualified talent.
Provide offers a generous benefits package beginning on day one, which currently includes:
Group health and dental, and vision insurance with Blue Cross Blue Shield of Massachusetts
Unlimited Paid Time Off – We highly encourage you to take time off to rest and prioritize wellness
Plus 16 paid Provide holidays
Plus Additional wellness days
Plus One week off in the Spring
Plus One week off in the Summer
Plus one week off in the Fall
Plus two weeks off in the winter
Plus sabbatical leave after 5 years
12 weeks paid parental leave
Employer paid long and short-term disability
Employer paid basic life insurance
403b retirement plan with 3% employer contributions after six (6) months of employment.
Child and pet care stipends during Provide travel
Employee Assistance Program
$75 monthly stipend for phone
$75 monthly internet
$750 plus time off for professional development
MacBook air, keyboard, mouse, monitor and necessary adaptors to stock your workspace
$350 Productive Workspace allowance during the first year, $150 each year after
Location
Provide staff are remote workers and we do not have a physical location. This is a remote position for an applicant based in the United States and who can work with others on a remote team. We estimated travel at 30-50% for external trainings, meetings, conference, and internal meetings.
About the Hiring Process
There will be a total of three interviews. A screening interview, a deep dive panel interview with potential team members, and a final interview. Final candidates will be asked to complete a technical exercise and skill assessment prior to their final interview. Final candidates will be compensated $200 for time spent on the technical exercise, regardless of an offer being extended. For each phase of the interview process, questions will be provided prior to the interview.
Timeline
Screening and interview will begin on April 12th, 20224
Second interviews will begin the week of April 15th
Final interview and technical exercise presentations will begin the week of April 22nd
An offer will be extended by April 30th
Start date Mid May
Apply
To apply, please follow the link to our online application portal. Please submit your resume and letter of interest.
No phone calls, please. Interested candidates are encouraged to apply immediately. Please note that only candidates selected for an interview will be contacted. All applicants will receive a notification of status as they move through the process.
Equal Opportunity Employer
Provide is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental ability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law. Provide believes that diversity and inclusion among our team is critical to our success as an organization, and we seek to recruit, develop and retain the most talented people from a diverse candidate pool.
Title: Front Office Administrator
Company: StimLabs
Location: Alpharetta, GA
