Administrative Assistant

KamisPro is looking for an Administrative Assistant join an international nonprofit client of ours in the clinical space. The candidate will need to be onsite 1-3 days weekly (metro accessible on the yellow line at Eisenhower) and general business hours (37.5 hours/week).

Please note it is a 4-month assignment and depending on performance and mutual interest it could be temp to hire. Conversion salary is based on overall years of experience falling in the $67-72 K range.

Purpose

To provide comprehensive administrative assistance to the Vice President and general support to the Marketing & Communications Department as envisaged by our Strategic Plan and goals of the department.

Responsibilities

• Provide administrative support to the Chief Marketing & Communications Officer, Division Directors, and department teams including calendar and scheduling meeting management for department-wide events, travel arrangements, expense management, onsite meeting logistics, arrangements and shipments.
• Establish department wide administrative best-practices implementation and adherence to organization-wide policies and procedures. Identify areas for department operations improvements and lead trainings on process improvements and change management as necessary.
• Develop content for and manage daily operations of all employee communications channels, including Morning Rounds, Manager Minutes, emails, select Microsoft Teams, and the Corporate Communications Outlook calendar to inform staff about important information related to their work at our organization.
• Manage Corporate Communications budget by tracking and monitoring expenses and developing annual budget.
• Serve as department onboarding coordinator and lead new hire workflow in collaboration with Human Resources, IT, and other departments as necessary.
• Serve as department lead for contract management. Work with business leads to draft contracts for department projects, collaborate with the Legal team and manage contract lifecycle within contracts database.
• Oversee the annual development and year-round maintenance of the overall Marketing and Communications budget, including preparing the MarCom-specific budget, draft budget memo and slide deck, and interfacing with the Finance department and serving as a resource to MarCom staff on budget and coding matters.
• Responsible for quarterly budget update for CMCO and team leads.
• Collaborate with department leadership and staff to ensure that organization-wide project management and deadline adherence.
• Plan and execute department events, department all-staff meetings, and other meetings as requested. Work closely with CMCO on special planning and department projects. Serve as co-lead for the MarCom Social Committee with the specified Division Director for the current year.
• Assist divisions with project management for select high priority programs and programmatic support throughout the year.
• Provide additional support for meetings when needed including management of MarCom staff and vendor travel submissions to the Meetings department for our sponsored meetings.

Required Education and Experience

• Bachelors degree or equivalent years of experience
• 4 years of equivalent level of experience, training, and education with relevant experience in executive, office or team administration, budget, contracts, scheduling, meeting coordination, and program support.
• Technical skills include MS Word office, PPT, database, excel, Smartsheet experience as well as proficiency to learn new technologies and systems.

Preferred Education and Experience

• Professional administrative work or related association memberships
• Corporate communications or past agency experience