Carolina Youth Coalition is seeking a highly organized, people-friendly, and proactive administrative assistant to provide essential support to CYC leadership and ensure efficient daily office operations. The ideal candidate will be detail-oriented, possess excellent communication skills, and have experience in administrative support, operations, and office management.
Position Overview
The Administrative Assistant will provide day-to-day communications, logistics, and operations support for Carolina Youth Coalition. In this role, the administrative assistant primarily be responsible for:
Executive Support
- Provide administrative support to the executive director and cyc leadership.
- Assist with the management of the organization's calendar
- Schedule internal and external meetings for the executive director and board members
- Perform meeting preparation tasks, including conducting research, gathering and creating information for reports, putting together folders, and setting up technology.
- Track stakeholder information and data in the organization's CRM.
- Organize and maintain financial documents and records, ensuring they are easily accessible for audits and reviews.
- Write and issue checks for approved invoices, ensuring timely payments to vendors.
Communications
- Manage cyc visitor sign-in and welcome operations.
- Receive calls, screen, and follow-up to ensure matters are handled in a timely manner.
- Mailing correspondence
- Receive, review, sort, and distribute all incoming mail.
- Compile and organize all outgoing correspondence and packages, ensuring accuracy, and completeness of documents.
- Prepare envelopes, labels, and packaging materials as needed.
- Select appropriate shipping methods based on urgency, cost, and destination requirements.
Operations
- Efficiently manage day-to-day operations ensuring a functional, supportive office environment
- Regularly monitor and assess current inventory levels to determine supply needs.
- Place orders for office supplies, including stationery, printer materials, and kitchen essentials, ensuring timely restocking.
- Organize and store supplies in designated areas, ensuring accessibility and orderliness.
- Ensure common areas, such as the reception, meeting rooms, storage closets, and kitchen, are kept clean and tidy.
- Coordinate with cleaning staff or external cleaning services to maintain a clean and hygienic office environment.
- Manage waste disposal processes, including proper disposal of recyclables.
- Support the execution of special events and initiatives throughout the year as needed.
Basic qualifications
- High school diploma
- 5-7 years work experience in a professional administrative role preferred.
- Advanced proficiency in Microsoft office (e. G. Outlook, Word, Excel, Powerpoint, etc), google suite (drive, docs, sheets, etc), and general computer and internet research skills.
- Trustworthy, operates with the highest level of honesty, integrity and discretion handling confidential information, issues, and relationships with utmost professionalism.
- Strong written and verbal communication skills with focused attention on details and accuracy.
- Completes tasks with exceptional organization and attention to detail.
- Proactive, takes initiative and ownership of work responsibilities, contributes best self at work.
- Possesses the ability to oversee multiple responsibilities simultaneously, set priorities and enthusiastically respond quickly to requests for information and assistance.
Additional, Preferred Qualifications
- Have completed or willing to obtain formal administrative professional certification
- Bookkeeping experience (Intuit Quickbooks preferred)
Compensation
This position is salaried, exempt, and therefore not subject to overtime rules of the Fair Labor Standards Act.
The annual salary for this position is $42,000-44,000. This position is eligible to participate in the following benefits:
Schedule
Mon-Thurs (9 am 5:30 pm)
Fri (9 am - 3 pm)
*Additional hours may be required during the execution of special events and other occasional activities
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About Us
Founded in 2018, Carolina Youth Coalition is a Charlotte, Nc-based nonprofit that nurtures and propels high-achieving, under-resourced fellows to and through college. Our ultimate purpose is to transform the life trajectory of CYC fellows by helping them fulfill their promise through college and beyond.
CYC was founded in February 2018 with seed funding from the Albemarle Foundation and modeled after the highly successful efforts of the Baton Rouge Youth Coalition (BRYC) in Baton rouge, LA.
Our Values - CYC community members choose to embody:
Growth - Be a work-in-progress. Grow constantly and remain self-reflective in our pursuit of new heights and depths.
Openness - Value difference. Respect and appreciate perspectives and experiences that are different from our own.
Community - Take care of cyc and one another. Represent cyc proudly, keep cyc safe and supportive, and uplift and respect one another.
Excellence - Invest in your absolute best. Reach for the highest bar as we work to fulfill our mission and purpose.
Empowerment - Choose to be powerful. Empower ourselves and others by self-advocating and maximizing resources.
Carolina Youth Coalition is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Job Type: Full-time
Pay: $42,000.00 - $44,000.00 per year
Schedule:
- Day shift
- Morning shift
- Weekends as needed
Ability to Relocate:
- Charlotte, NC 28212: Relocate before starting work (Required)
Work Location: In person