Administrative Specialist

  • NC Sustainable Energy Association
  • Raleigh, NC, United States
Full Time Admin-Clerical

Job Description

North Carolina Sustainable Energy Association (NCSEA) is a non-profit organization dedicated to the advancement of clean energy in North Carolina. Our team is growing and we are offering a unique and rewarding opportunity to do great work while supporting our mission and values. NCSEA provides an exceptionally supportive and dynamic work environment that promotes work/life balance and fosters creativity, innovation and passion for the environment in which we live. We welcome you to learn more about how you can help make a difference!

The Administrative Specialist provides administrative support to NCSEA operations and staff, which can include event planning, legal support, meeting coordination, travel arrangements, HR and accounting assistance, reception, project management, internal and external correspondence, and serving as liaison to the Board of Directors. The Administrative Specialist is also the primary point of contact for the Office of the Executive Director. He/she enhances the effectiveness of the Executive Director by providing support with email, scheduling and travel logistics, prioritizing inquiries and requests, maintaining complex systems and processes, and representing the Executive Director in both internal and external communications.

Roles and Responsibilities

  • Serve as the gate-keeper for the Executive Director’s schedule and time; establish processes that enhance his/her time management
  • Assist the Executive Director in completing priority deliverables and obtaining needed inputs from staff
  • Check emails and voicemails, and act in accordance to established standards, such as responding to or flagging certain inquiries
  • Manage the Executive Director’s calendar and coordinate schedules and meetings as requested
  • Coordinate and participate in meetings as assigned; manage logistics, document meeting minutes, and handle action items and any follow up as needed
  • Create presentations, spreadsheets, and written correspondence; conduct research and compile reports as requested
  • Serve as liaison to the Board of Directors; coordinate board meetings and/or calls, and prepare and distribute confidential board materials
  • Maintain electronic and paper filing systems
  • Assist with the completion of monthly timesheets and expense reports as requested
  • Provide legal and clerical support to attorneys and regulatory staff
  • Coordinate meetings and event logistics; venue, catering, participant correspondence, travel arrangements, and material preparation
  • Provide support for fundraising and member engagement initiatives
  • Manage and/or coordinate special projects as assigned.
  • Provide general office management support, including reception, mail distribution, office supplies, and troubleshooting office equipment issues (phone, AV, network, copier/printer, etc.)

Qualification and Experience Requirements:

  • AS or BS degree in Business Administration or similar field, plus 5 or more years of relevant business experience; additional experience may be considered in lieu of degree
  • Experience handling confidential and sensitive information with discretion; credible and trustworthy
  • Experience supporting multiple people and functions in relevant areas: calendaring, correspondence, project/event management, meeting management, travel coordination, and clerical support
  • Excellent writing and verbal communication, administrative, analytical and organizational skills
  • Strong multi-tasking ability and able to set and revise priorities on a daily basis

This position offers a competitive salary and outstanding benefits, including health/dental/vision insurance, significant paid leave and professional development.

Occupations

Administrative Support, Executive Support, General-Other: Administrative-Clerical, Office Management, Secretary-Executive Assistant