About the Job
The Administrative Assistant is an essential member of the St. Louis team. He/she will help the organization fulfill its mission in Haiti. The position requires a willingness to acquire a broad knowledge of the organization, as well as the ability to perform support duties and tasks of a confidential nature efficiently and effectively. This position requires an individual who works independently with diverse personalities and also is able to solve problems creatively. The candidate must be a self-starter, be able to take initiative for routine responsibilities, and take ownership of tasks and assignments. Attention to detail is a must.
Provide financial expertise and administrative support to staff in the U.S. and in Haiti at the direction of the Chief Financial Officer (CFO), Chief Administrative Officer (CAO) or the Chief Executive Officer (CEO). This entails, but is not limited to:
a. Participating in financial processes in coordination with the Board Finance Chair and MFK CFO. This includes, but is not limited to, tracking time for payroll processing for US employees, preparing bank deposits, monitoring cash balances, tracking and reporting on accounts receivable and entering data into Quick Books under the direction and supervision of the CFO.
b. Handling purchasing, packing and shipping of materials needed in US and Haiti in collaboration with quality assurance/ logistics/supply chain teams in Haiti. Responsible for maintaining accurate vendor files. Organize suitcases for office staff traveling to Haiti, including accurate suitcase manifest and disposition of items once in Haiti.
c. Under the direction of the CAO, coordinate travel, travel insurance, MOUs and waivers of liability and necessary files for volunteers, fellows and employees, conduct on-boarding communication for new fellows.
d. Organize and keep up to date the Board of Director files on OneDrive, ensuring that files are completed on a timely basis. Under the direction of the CAO, create gentle reminders for Board committee chairs to hold appropriate committee meetings, and to submit timely reports that can be distributed prior to Board Meetings. Secure conference room space for Board Meetings.
e.Maintain and administer domain email accounts, including reviewing and responding to or appropriately forwarding on email communications generated through “contact us” website.
f. Retrieve mail from offsite mail drop; keep office organized and professional, operating efficiently.
g. Other duties and tasks, as assigned by the CFO, CAO and the CEO.
- At least 5 years’ Administrative Assistant and/ or financial experience
- Working knowledge of accounting principles
- Skilled in Microsoft Office, including Excel and PowerPoint; more advanced Information Technology skills a plus
- Comfort working independently on large projects through to completion
- Superior time-management skills and attention to detail
- Bachelor’s degree preferred
- Some knowledge of French language helpful
Part-Time (M-F 8:30AM-3:00PM), 30-minute lunch
Interested candidates should send a cover letter, resume and salary requirements to firstname.lastname@example.org.