ORGANIZATION OVERVIEW

ProGeorgia is a bold, trusted, and diverse collaborative that champions an equitable and inclusive democracy, for and with traditionally underrepresented communities.

ProGeorgia supports and coordinates the civic engagement programs of our diverse partner organizations. ProGeorgia develops the infrastructure, executes the joint strategies, and employs new tools and technology to assure a government that is more responsive to the needs of our constituencies.

At ProGeorgia, we believe that every citizen should be able to vote without undue obstacles, roadblocks, restrictions, confusion, or intimidation and that

• Our democracy is stronger when all people participate
• Our government has a responsibility to work for all of its citizens
• We, as members of the progressive community, are stronger when we work together

POSITION OVERVIEW

ProGeorgia is seeking an administrative assistant for the Executive Office. This high-level administrative support role includes making travel arrangements, managing executive calendar and schedule, coordinating meetings, and other administrative functions as required.

This role requires high responsiveness, organization, detail orientation, and independent judgment. The ideal candidate will have the ability to hold information in strict confidence, work well in a fast-paced environment, and handle multiple tasks with strong attention to detail.

Additionally, the candidate is comfortable communicating with various people, including partners, funders, and staff.

KEY RESPONSIBILITIES

The Administrative Assistant reports to the Executive Office and is responsible for the following :

• Serves as the eyes and ears of the office, providing information, answering questions, and responding to requests from the Executive Office.
• Maintain workflow by analyzing and refining standard operating procedures, such as scheduling, communication, and office layout.
• Coordinate internal and external resources to expedite workflow.
• Oversee and achieve organizational goals while upholding best practices.
• Providing administrative support to the Executive Office, including email correspondence and generating and distributing memos, letters, spreadsheets, and forms.
• Plan, organize, and schedule company meetings in the office, off-site, and via video conferencing.
• Coordinate domestic and international travel arrangements for the Executive Office.
• Maintain contact database, employee list, and inventory.
• Order and oversee office supplies and food deliveries for the Executive Office.
• Coordinate logistics for speaking engagements and handle special event invitations for the Executive Office.
• Compile the Executive Director expense reports and submit them via Concur.
• Display the utmost professionalism, discretion, and ethical standards in managing, organizing, and safeguarding confidential information.
• As assigned, other duties and special projects include supporting the Executive Director with personal external activities, including running errands and maintaining personnel files.

PROFESSIONAL QUALIFICATIONS

Preferred Skills :

• Three to Five years assisting a high-level executive, preferably in a campaign or social justice advocacy setting.
• A strong understanding of and demonstrated commitment to social and radical justice, civic engagement, and activism.
• Ability to anticipate and needs to solve problems autonomously.
• Extremely proficient with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; Google Suite applications (i.

e., Docs, Sheets, Slides, etc.); Zoom, Asana, Concur, and other office productivity tools; and an aptitude for learning new software and systems.

• A keen attention to detail and a positive attitude.
• Flexibility, adaptability, and patience in shifting priorities and demanding timelines.
• Knowledge and commitment to personal growth and development on racial equity and diversity issues.
• Outstanding verbal and written communication skills.
• Experience working with underrepresented groups and diverse communities.

ADMINISTRATIVE COMPETENCIES

• Maintains and develops a strategic analysis, thinking, and planning focus, e.g., vision / mission / values / practices / goals / objectives, critical success factors / key result areas, etc.
• Has a broad view of the organization and its mission.
• Anticipates emerging crises and opportunities.

EDUCATION AND SKILLS REQUIRED

• A bachelor’s degree in business administration or a related field is preferred.
• Five years providing support on the Executive level of the organization.

PHYSICAL REQUIREMENTS :

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Location

The position is located in Atlanta, Georgia, and it requires work on an onsite schedule with some required travel up to 30% required.

Reports to

Executive Office

Last updated : 2024-05-23