Administrative Assistant

Administrative Assistant

Organizational Overview

Southface Institute, a nonprofit 501(c)(3) organization, is leading the way toward a sustainable, equitable and healthy built environment for all. Since 1978, our programs have closed the gap between environmental awareness and action by promoting scalable resource efficiency and clean energy solutions for homes, workplaces and communities. Our practice of regenerative placemaking amplifies real-world strategies to create a built environment where the synergy between ecological and human needs supports health and well-being while creating resilient, equitable and thriving communities, striving to achieve a low-carbon future.

Position Overview

• Coordination of travel, meetings, and conferences; Using excellent independent judgment, act as gate keeper for the President ensuring time is directed to highest and best use. Review and submit timesheets and expenses. Organize inbox and prioritize important items. Delegate responsibilities as needed.
• Greets visitors and clients. Develop guidelines and manage outside conference rooms/events and bookings related to the President's office.
• Prepares agendas and schedules for meetings. Records and distributes minutes or other records for meetings. AV testing and setup.
• Responsible for general office duties: collect and distribute mail, catering and set up for office-wide meetings, events, and retreats office supplies. Manage and maintain office equipment.
• Assist Finance with uploading invoices and adding vendors to Sage.
• Other administrative duties and projects as assigned.

Qualifications

The successful applicant for the position will meet the following requirements:

• Skillful execution of administrative duties with a high attention to detail, organization and process
• Excellent interpersonal skills with a high degree of emotional intelligence
• Exceptional written and verbal communication skills, in-person and over the phone
• Works with a sense of urgency; prioritizes and plans work activities; adapts for changing conditions
• Excellent knowledge of MS Office and online databases with a technical aptitude. Salesforce experience is a plus
• Displays original thinking and creativity
• Collaborative and positive team-building demeanor
• Ability to maintain high levels of confidentiality
• Team player who is motivated by the mission of Southface, and has the character, integrity and service orientation to represent the organization

Physical Requirements

Ability to carry up to 35 pounds, which may involve carrying signage and marketing materials including program signs, presentation materials and equipment, such as a projector.

Benefits

Southface offers competitive health insurance and benefits:

• Salary commensurate with experience
• 17 days of Paid Time Off annually (prorated in your first year)
• 14 paid holidays annually (Office is closed between Dec. 24 and Jan. 1)
• Excellent medical insurance benefits
• 403(b) retirement plan with company match
• Continuing education and professional development
• Flexible work schedule
• Organizational culture that highly values the contributions and character of its employees

Hours of Work

Monday through Friday between 8:30 a.m. to 5:30 p.m. with flexible options. Occasional weekend or evening hours.

How to Apply

Submit your cover letter and two-page (maximum) resume via our online application portal at https://www.southface.org/about-us/careers/

Please, no telephone inquiries.

Pre-employment background checks are conducted on final candidates.

Southface is an Equal Opportunity Employer.

Current Openings for Administrative Assistant Jobs at Southface