Monday, January 25, 2010

Administrative & Office Assistant, World Affairs Council of Pittsburgh - Pittsburgh, PA

Posted: 1/25/10

The World Affairs Council of Pittsburgh is seeking an Administrative and Office Assistant.  Under the direction of the President, Vice President, and Department Directors, this individual will provide administrative and staff support to organizational operations. 

Responsibilities include:

• Serve as first point of contact for all persons visiting or phoning the Council, ensuring appropriate hospitality and expeditious attention.
• Support Council staff by maintaining and ordering office supplies, maintaining office equipment and furnishings including the scheduling of routine maintenance.
• Support the Council President by fielding telephone calls and other messages, maintaining chronological correspondence files and other files as necessary, managing appointments, and arranging official travel as required.
• Coordinate scheduling, planning and materials for meetings of the Board of Directors and Executive Committees as requested. This may include preparing minutes as well as supporting documents and packets for the Board and other meetings.
• Maintain the Council’s filing and record-keeping systems and manage procedures to ensure their continuing implementation. 
• Support general Council operations and programs through receipt, screening, and distribution of the Council’s daily office mail.  
• Prepare and maintain Council publications and promotional and program materials as needed.
• Support the Community and Education teams by reserving space, handling food arrangements, taking reservations and payment for community events.
• Support the Finance Director in maintaining the Council’s financial records and ensuring timely and accurate payment of invoices and other bills.
• Support the Development Director, Member and Community Relations Director, and Vice President for Education in providing information regarding grants, sponsorships, and memberships received and related expenditures.
• Serve as lead person in providing support of mailings or coordinating bulk mailing processes
• Provide meeting support as needed (e.g., scheduling meetings, coordinating food, logistics)
• Provide administrative support to Council staff for copying, faxing, and large-scale mailings
• Respond to staff requests for administrative support as needed
• Work independently and within a team on special and nonrecurring projects
• Perform other duties and responsibilities as requested with a sense of humor and team spirit

Qualifications:

• Knowledge of Microsoft Office applications including Word, Excel, Publisher and PowerPoint; will also work with other programs such as ACT! Contact management software and Quickbooks
• Excellent communication skills – must be able to interact and communicate across broad demographic ranges
• Internet-savvy – good research skills using on-line materials
• Ability to work on multiple projects simultaneously with high attention to detail
• Ability to work proactively and independently as well as part of a team
• Ability to identify with the Council’s educational mission (see www.worldaffairspittsburgh.org)

TO APPLY:  Interested individuals may send a cover letter and resume to Susan Jackson Dunsey, Member and Community Relations Director, World Affairs Council of Pittsburgh, by e-mail: susan@worldaffairspittsburgh.org

Applications will be accepted and interviews will be conducted on an ongoing basis until the position is filled.

The World Affairs Council of Pittsburgh is an equal opportunity employer.

Please mention that you heard about this opportunity from Dewey & Kaye Jobs Watch in your cover letter when applying for this position.

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