National Administrative Support Specialist

Portland, OR

Friends of the Children is looking for an extraordinary professional to join our national team.  Are you flexible, detailed orientated and ready to be part of a dynamic growing organization?  Is working for an organization that inspires you a critical aspect of your job search?  We may have the perfect career for you.

Our mission is to impact generational change by empowering youth who are facing the greatest obstacles through relationships with professional mentors for 12+ years no matter what. As the Administrative Support Specialist, you will work closely with several teams to provide the support needed to achieve our ambitious scaling plan to serve as many children as possible.  

The Administrative Support Specialist is responsible for executing support activities for our national expansion and scaling efforts, our racial equity work, as well as our general operations. The Administrative Support Specialist must understand, support, and do whatever is necessary to promote the organization’s mission, vision, values, and principles as well as be able to clearly articulate the organization’s function.

Salary Range: 45K - 54K

Essential Tasks and Responsibilities

  • Expansion:
    • Manage executive calendar of Chief Officer of Expansion and Policy
    • Enter expense reports for Chief Officer of Expansion and Policy
    • Support Expansion efforts through:
      • Manage the calendaring of all launch call meetings
      • Coordinate schedules to onboard new site staff
      • Support onboarding of new chapters
      • Assist with agenda creation, note taking, and minutes of new site board meetings until new site staff are onboard
      • Other related tasks
  •  Development and Grants:
    • Monthly Ambassador Strategy Group – supporting agenda creation, note-taking, minutes, and action items
    • Monthly Development and Marketing Team Call – agendas, notes, and action items
    • Monthly Network Development and Marketing Director Call – agendas, notes, and action items
    • Assisting the Development/Grants team with administrative support for the Friends of the Children Social Impact Fund, Impact Report, and End of Year Appeal
      • Vendor management
      • Assist in entirety of project and tracking action items
      • Scheduling huddles and meetings
      • Purchasing additional supplies
      • Mailing and putting together packets in conjunction with Project Implementation Manager
    • Additional project management as needed 
  • Marketing:
    • Creation of Info Packets; responsible for mailing them as needed
    • Provide general administrative support to the Marketing Teams including, but not limited to:
      • Management of all marketing materials, taking inventory, and creating an organizational system
      • Edit and proofread external-facing written, online, and digital materials for accuracy, style guidelines adherence, and grammar
      • Supporting the input of monthly data into the marketing budget and keeping the necessary team members updated
      • Coordinate volunteers for National projects
  •  Equity:
    • National Racial Equity Committee – Supporting agenda creation, note taking, and minutes
    • Native American Advisory Group – Supporting agenda creation, note taking, and minutes
    • Manage executive calendar of Chief Officer of Equity
    • Entering expense reports for Chief Officer of Equity
    • Provide general administrative support to the Chief Equity Officer including, but not limited to:
      • Manage communications in a proficient manner, take complete and accurate telephone messages and follow up or resolve, as appropriate. Retrieve voicemail and email messages and follow up or resolve
      • Support and prepare materials for trainings 
  • Operations:
    • Manage ordering and tracking of all Friends of the Children merchandise
    • Technology support, including but not limited to:
      • E-sign Genie document management for our federal grant tracking
      • Zoom – support and management of two Zoom lines; schedule and run webinars, calls, and teleconferences
    • Scheduling operations-related group meetings
    • Human Resources Support: posting jobs on Hiring Thing, assisting in scheduling interviews with relevant individuals
  • National Board Support
    • In-person National Board Meeting support outside of Portland
    • Network Summit support outside of Portland
  • General:
    • Greet and assist staff and visitors with a positive and welcoming demeanor. 
    • Provide tours and distribute organizational information to visitors or others, as requested. Develop working knowledge of the Friends of the Children program to effectively communicate the organization’s history and answer questions about the program
    • Act as the initial contact point of contact for general calls coming into the National phone line
    • Complete other projects as assigned

 Skills, Knowledge, and Abilities Required:

  • Exceptional interpersonal, written, and verbal communication skills. Excellent customer service skills and a positive, customer-oriented attitude demonstrated consistently with all contacts. 
  • Strong technical skills in Office 365 and the ability to learn quickly.
  • Ability to build relationships through phone, email, and video conferencing.
  • Demonstrated ability to maintain confidentiality.
  • Demonstrated ability to draft/produce accurate correspondence and reports. Demonstrated ability to edit written materials accurately and consistently, including own work.
  • Demonstrated ability to take and produce accurate and timely meeting minutes.
  • Strong organizational and time management skills. Able to plan, organize and implement projects and to follow up as required.
  • Must be detail-oriented and enjoy organizing others.
  • Ability to consistently model the organizational values.
  • Ability to work in diverse environments. Ability to cultivate and sustain relationships and work effectively with a wide variety of constituencies, including staff, program children, organizational supporters, current and potential donors, board members, foundations, and community partners. Ability to represent the organization to a wide variety of audiences in an inclusive, effective manner.
  • Excellent judgment, tact, and problem-solving skills.
  • Demonstrated ability to take initiative, work independently with limited supervision, as well as to function successfully as a team player.
  • Ability to effectively manage and prioritize several issues/tasks concurrently, meet deadlines and communicate status effectively.
  • Excellent word processing skills and demonstrated ability to organize files and establish and maintain an effective filing system.
  • Self-motivated and able to anticipate organizational needs.
  • Accomplished with Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) and Adobe Acrobat. Must be able to operate standard office equipment.
  • Ability to research and learn new technological tools.
  • Coordinate with vendors for events, office supplies, etc.
  • Experience coordinating with vendors.

Helpful

  • Bilingual Spanish
  • Desktop publishing and design experience
  • Experience using Salesforce
  • Experience supporting multiple leaders or departments
  • Experience working with boards of directors
  • Experience in assisting with developing content for websites and social media channels.
  • Knowledge of Adobe Acrobat, Mailchimp, Google analytics, and media databases.
  • Knowledge of Associated Press Stylebook.

Education and Experience Required:

Bachelor’s degree or equivalent experience required. Five years experience in an administrative support position(s), including experience at a senior or executive support level. 

Friends of the Children is an Equal Opportunity Employer, committed to addressing discriminatory practices, and to working toward racial equity. The equal employment opportunity policy of Friends of the Children provides fair and equal opportunities for all employees and job applicants regardless of race, color, religious creed, national origin, ancestry, age, sex, gender, pregnancy, sexual orientation, marital status, familial status, disability, or genetic information, in compliance with applicable federal, state and local law. Friends of the Children hires and promotes individuals solely on the basis of their qualifications for the job to be filled.

Friends of the Children is growing rapidly as communities across the country are experiencing the power of how “One” changes a child's story: One Friend. One Child. 12+ years. No matter what. #ThePowerOfOne

Learn more at friendsofthechildren.org or find us on Twitter, Facebook, and Instagram at @FriendsNational.