Office Coordinator

Company: Girl Scouts of America
Location: Savannah
Posted on: January 16, 2020

Job Description:

You WillTracing the arc of Juliette Gordon Lows life and the Movement she founded, the mission of the Juliette Gordon Low Birthplace in Savannah, Georgia is to build girls of courage, confidence and character, who make the world a better place.The primary responsibility for the Administrative Assistant at the Juliette Gordon Low Birthplace is to work as independently as possible in providing the highest level of professional and administrative support to the Executive Director and all other departmental staff members so they are free to focus on the mission of the Department, their individual responsibilities and the overall effective management of the Birthplace.In addition to general administrative duties, this position will be responsible for providing assistance with the sites reservation processes. This includes daily tasks such as processing reservations and payments, updating visitation spreadsheets, creating and sending reservation invoices, communicating with visitors about their reservations, and preparing daily visitation paperwork.Essential ResponsibilitiesReasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Provides support to Executive Director and Associate Director. Resolves problems independently, relieving Executive and Associate Directorsof matters of detail. Range of administrative duties include calendaring and travel, drafting and initiating correspondence, managing various aspects of the Executive Directors expenses, assisting with contract submittals, coordinating and assisting in gathering resource information for meetings and presentations, and preparing reports and presentation materials.
• Provides support to the Birthplace Advisory Committee activities as needed, scheduling meetings, preparing and distributing meeting materials and transcribing and reviewing minutes.
• Assists with regular reservations tasks, including managing a visitation spreadsheet, responding to reservations questions and/or changes; processing payments; working with education staff to assign troops to the daily schedule, and preparing the daily schedule by assembling paperwork and creating schedule in Excel.
• Reviews incoming and/or assigned correspondence, project files, work projects, etc.and either responds independently to items within designated parameters or refers to appropriate staff members within department for resolution. Keeps track of items within the department requiring action and follows up as appropriate in order to keep the Executive Director apprised of project and work status within the department.
• Maintains an orderly office, including managing office files, and ordering and maintaining office supplies.
• Responds directly to inquiries requesting various types of customer support from internal staff, vendors and/or the public. Specifically, answers the general phone line for the Birthplace. Determines exact nature of the request and contacts other staff within to obtain information as appropriate in order to respond to the request. Demonstrates excellent, timely and professional communication with customers about reservations, tickets, and program offerings by phone and email.
• Ensures the smooth administrative operation of the department during any absence of the Executive Director and/or other senior members of the Birthplace team; works as part of an integrated administrative support team within the department in expediting the workflow and responding to internal client needs. Maintains a working knowledge of key personnel at GSUSA who facilitate operational tasks for the Birthplace.
• Contributes to GSUSA'S affirmative action plan by ensuring and promoting nondiscrimination in every aspect of Girl Scouting.Other Duties:Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.
  • Maintain a working knowledge of the history of Juliette Gordon Low, early Girl Scouting, and the Wayne-Gordon household Required Competencies
    • Administrative coordination duties with confidential, administrative support; Individual Contributors who may have responsibility for projects or processes and who are still developing
    • Strong writing skills relative to business correspondence, strong verbal skills and strong computer skills (Microsoft Office Suite) are essential
    • Exceptional organizational, interpersonal, and leadership skills with the ability to exercise a high degree of diplomacy, collaboration and problem solving required
    • Strong team player; excellent customer service skills and a service mindset
    • Must possess a "can do" attitude and be willing to engage in all levels of "hands on" activities in order to ensure project completions within assigned deadlines
    • Must be available to work overtime as needed to complete projects that have specific deadlinesRequired Technical Skills
      • High-level computer skills
      • Office 365 proficiency emphasis in Word, PowerPoint and ExcelYou NeedDegree or Equivalent Experience:
        • B.A. / B.S. preferred; prior experience working in an administrative/professional capacity for a senior manager would be a substitute for the bachelor's preference.Minimum Years of Experience:
          • Minimum of 3+ years experience directly supporting a senior-level manager in either a profit or nonprofit environment.Preferred Education and Experience
            • Senior manager would be a substitute for the bachelor's preferenceJob LocationsUS-GA-SavannahPosted Date3 days ago(1/10/2020 9:51 AM)Job ID2020-1476of Openings1CategoryAdministrative/ClericalTypeFull-Time

Keywords: Girl Scouts of America, Savannah , Office Coordinator, Administration, Clerical , Savannah, Georgia