Position Summary

Provides administrative support in a variety of functions to the President. Collects, reviews, and analyzes data and prepares reports, charts, budgets, and other presentation materials. Responds to or routes routine and non-routine inquiries from external or internal sources with correspondence or other messaging. Schedules and coordinates and may attend meetings, travel, and other group activities. Under direction of President, provides project and program coordination support and service in connection with Founders’ department-initiated projects. Supports the children and staff gift programs, and provides administrative support to the Founder and the Development team as needed.

This position does not have direct reports.

Essential Functions

Administrative Support

• Provides multi-faceted administrative support and assistance to ensure effective use of the President’s time and productive interactions with staff and the public
• Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people
• Manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements
• Conducts research and information gathering on behalf of the executive and prepares summaries and reports
• Develops and nurtures positive and strategic relationships at all levels of the organization
• Provides general/personal assistant duties to the Founders in their home office to include fielding phone calls, interfacing with visitors at the gate and door, signing for and arranging for packages, running errands
• Serves as back up to Founders’ Executive Assistant and House Manager in their absence
  
  

Gift Program Support

• In collaboration with and direction of the Administrative Coordinator, wraps gifts and prepares them for shipping/transport in support of the children’s annual holiday and birthday gift program (150-180 children)
• In collaboration with and direction of the Administrative Coordinator, wraps gifts and prepares them for delivery in support of staff birthday and holiday gifts (600 staff)
• Supports inventory maintenance and transport of donated gifts to Arizona Children’s Advocacy Center
  
  

Project Coordination

Coordinates project activities to ensure projects are on schedule and provides administrative and logistical support, to include the following:

• In collaboration with the President, develops project plans and facilitates completion of tasks according to timelines
• Coordinates timelines, schedules, meeting arrangement and calendars
• Coordinates the time and efforts of others to ensure project deliverables are on target
• Consults with President on upcoming projects and planning process to increase effectiveness
• Tracks progress and prepares reports for upper management/chairs regarding status
• Maintains a growing bank of resources for use in event planning, such as project plans, timelines and checklists, communication plans, communication templates, preferred vendors, agendas, show flows, and event collateral
  
  

Chapter Relations Support

Provides logistical support of chapter relations programs and functions as needed to include the following:

• Develops, nurtures, and manages strong Chair and Committee relationships
• Creates RENXT accounts for chapters, and pulls and communicates transaction activity to donor care staff
• Maintains and coordinates regular updates to core chapter documents such as the Chapter Resource Manual, National Event Calendar and all shared documents in the Chapter Resources on the public website
• Assists with Chapter appreciation lunches and gifting ideas/logistics in conjunction with President and Office Coordinator
• Provides administrative and logistical support to chapter leadership for assigned chapter/s in areas of quarterly board reports, toy drives, holiday adoptions, individual/community engagement, and program roll outs
• Provides general events support for assigned chapter/s to include pre-, day of- and post-event activities
• Provides technical support and training on Squares/OneCause to members of assigned chapter/s
• Recruits, supports, and engages volunteer staff ensuring they have a strong working knowledge of event implementation and volunteer assignments
  
  

Miscellaneous

• Provides support and coverage to Founder’s office and household staff
• Other duties as assigned
  
  

Education/Experience/Knowledge/Understanding

• Bachelor’s degree (B.A.) from four-year College or university; or one to two years related experience and/or training; or equivalent combination of education and experience
• Minimum of four years of administrative support
• Minimum of two years’ program support and coordination experience
• Minimum of two years project coordination support
  
  

Skills

• Strong verbal, written, and listening communication skills to include communicating clearly, effectively, tactfully, and patiently to a diverse population
• Strong interpersonal skills and demeanor with the ability to build rapport and garner trust with others
• Strong project coordination skills such as planning, organizing, prioritizing and collaborating with others to achieve group goals
• Proficient in the use of a PC; in a Windows environment; in the use of the Internet; and in the use of MS Office Applications such as Outlook, Word and Excel, PowerPoint
  
  

Abilities

• Ability to use discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality
• Ability to work independently and collaboratively as part of a team
• Ability to handle a variety of tasks, effectively prioritize, and ensure follow-through
• Ability to understand and solve problems by applying intermediate analytical skills to include collecting all the relevant information and data needed to address the problem; organizing, classifying and synthesizing the data into fundamental issues; from the information, identifying the most probable causes of the problem; reducing the information down into manageable components; identifying the logical outcomes from the analyses of the data collected; and, identifying the options and solutions for addressing the problems analyzed
• Willingness and ability to embody Childhelp’s core values of Acting with Honor and Character, Being Open and Receptive, Caring About and Relating to Others; Nurturing Diverse Relationships; Performance Excellence; and Inspirational Leading & Managing
  
  

Physical Demands

• Exerting up to 50 pounds of force occasionally, and/or up to 30 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects
• Ability to constantly move objects up to 10 pounds of force
• Ability to frequently see, hear, speak, and be physically flexible; occasionally sit, stand, walk, bend, and drive; seldom stoop, climb carry, squat, kneel, push; and exert up to 30 pounds of force /lift up to 30 lbs
• Ability to occasionally exert up to 50 pounds of force
• Ability to withstand moderate noise levels