Open Position: Administrative & Office Assistant

Date Posted: February 11, 2022                                    
Start Date: As soon as possible
Reports to: President & CEO
Compensation: $20 - $22/hour 
Work Hours: Flexible, 8:30 AM - 5:00 PM                              
Status: Part-time position, 20 hours/week          
Location/Time: Columbus, Ohio/Flexible

ORGANIZATION OVERVIEW

The Columbus Council on World Affairs is a non-partisan, educational non-profit organization with a 46-year history of delivering high-quality education on cross-cultural understanding and current global affairs.

POSITION SUMMARY

The Administrative & Office Assistant delivers efficient and professional administrative support to CCWA’s CEO and Vice President, as well as coordinates the general office administration for this small, fast-paced team. The role demands consistently prompt, organized, and dependable support with thoughtful prioritization, impeccable attention to detail, confidentiality, and unparalleled professionalism.

PRIMARY RESPONSIBILITIES

General Office Administration (60%)

• Under the guidance of the CEO, ensure the proper functioning and effectiveness of the administrative/office vendor relationships including accounting/bookkeeping, auditor, banking, human resources/benefits, IT support, building/office space, copier, telecommunications.
• Oversee onboarding of new staff. 
• Ensure understanding and engagement among the entire team on office-wide services and systems. Train and educate on these as needed.
• Serve as the primary point of contact and problem-solver for team members when technical issues arise with contracted office services (e.g. internet, copier), as well as for purchasing supplies and equipment.
• Coordinate team engagement in shared responsibilities including office cleanliness, workplace/interior design, answering phones/door, copier usage, welcoming/hosting external guests, etc.
• Design and maintain effective organizational systems, document/file management, and information/workflow processes throughout the office.
• Proactively recommend business improvements for current and future needs.
• Organize quarterly team building events.
• Provide logistical support for CCWA’s public programs.
• Attend CCWA public events.
• Exemplify CCWA’s Core Values. 
• Manage other projects & duties as assigned by the CEO.
• Financial Process Support (30%)
• In collaboration with external bookkeeper, oversee bills, invoices, deposits, monthly expense reporting process, document management, auditor needs, etc.
• Act as an authorized user on CCWA bank accounts to perform regular fraud prevention processes.
• Serve as staff liaison to finance committee and support finance committee chair with meeting scheduling and preparations.

Executive Support (10%)

• Provide support for CEO and Vice President including occasional scheduling and clerical needs.
• Assist CEO with hosting needs for in-office meetings/events including greeting, catering, a/v, etc.
• Provide support for Board meetings (4x per year) and Executive Committee meetings (8x per year) including logistics, handouts, RSVPs, and minutes.
• Maintain ongoing Board resources including calendar, directory, meeting minutes, orientation materials, etc.

REQUIRED SKILLS & QUALIFICATIONS

• Experience working in an office environment.
• Experience working with sensitive and confidential information.
• Experience managing inventory and supply ordering.
• Experience handling funds and banking processes on behalf of a business. 
• Thrives in a collaborative, high-growth, fast-paced, results-oriented, mission-driven environment.
• Organized, detail-oriented, efficient, prompt, consistent, and accurate.
• Effective communicator and collaborator.
• Accountable: Accepts responsibility, sets limits, delivers results.
• Prioritization: Effectively manages robust workloads, meets deadlines, and successfully prioritizes tasks.
• Proficient in Microsoft Office products (specifically Word, Excel, PowerPoint, SharePoint, Teams)
• Demonstrated ability to balance professional demands with personal needs to recharge.
• Demonstrated commitment to CCWA’s mission and core values:
• Respect for our Diverse World: Anchored in our mission to increase global competency and understanding, we embrace the world’s rich abundance of people, cultures, languages, perspectives, experiences.
• Team/Collaboration Orientation: Together is always better than alone. Farther, together.
• Growth & Aspiration: We believe in the promise and potential of our students and each other to change the world. 
• Consistent Excellence: We demand excellence in all that we do- from ourselves and from each other.  
• Passion for Purpose and Positivity: Passion for our mission drives what we do, who we hire, and why we work. And we have fun along the way.

PREFERRED SKILLS & QUALIFICATIONS

• 3-5 years of experience working in an office environment.
• Bachelor’s degree preferred.
• Experience with QuickBooks accounting software.

TO APPLY
The Columbus Council on World Affairs is an Equal Opportunity Employer. Please email a resumé (with references) and cover letter to: apply@columbusworldaffairs.org. Please type “Administrative & Office Assistant” in the email subject line.