NC Sustainable Energy Association

Position: ???????????????????????????????? Administrative Specialist

Reports To: ?? ?? ?? ?? ?? ?? ??Executive Director

Type: ?? ?? ?? ?? ?? ?? ?? ?? ?? ?? ?? ?? Exempt

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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.

Key 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 voice mails 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.)

Qualifications

• 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
• Highly resourceful and skilled at solving problems with a positive, creative approach
• Flexible and comfortable working under pressure in a fast-paced environment, and in a wide range of activities
• Highly proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Experience working in a non-profit environment is preferred; an understanding of the North Carolina clean energy industry is a plus

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