Description

• Purchasing and Vendor Management: Oversee purchasing processes, including sourcing vendors, obtaining quotes, processing purchase orders, and maintaining credit cards, while ensuring adherence to expense policies, budgetary constraints and negotiating favorable terms. Manage vendor relationships, including verifying invoices, managing group software accounts and subscriptions, tracking payments, and resolving discrepancies, to ensure timely and accurate financial transactions and maintain positive vendor relations.
• Employee Support: Manage the administrative aspects of employee onboarding and offboarding processes, including documentation, orientation, access setup, and supplies, to facilitate seamless transitions and compliance with company policies and procedures.
• Documentation and Knowledge Management: Maintain organized documentation and knowledge repositories, including project plans, passwords, procedures, and best practices, to facilitate knowledge sharing and continuity.
• Team Trainings: Lead training sessions for the team on various administrative processes. Develop training materials and provide hands-on support to ensure understanding and proficiency. Evaluate effectiveness and adjust as needed for optimal learning and productivity.
• Process Optimization: Continuously evaluate departmental processes and workflows, identifying inefficiencies and proposing solutions to streamline operations and enhance productivity.
• Data Entry and Analysis: Gather, analyze, and interpret data to provide insights that inform decision-making and drive operational improvements. This may include identifying trends or generating reports.
• Quality Assurance: Ensure the quality and accuracy of deliverables by conducting thorough reviews, implementing quality control measures, and addressing any issues or discrepancies promptly.

• Travel Coordination: Coordinate group travel arrangements, including booking flights, accommodations, transportation, and other logistics, and providing detailed itineraries and travel documents to ensure a seamless travel experience.
• Team retreats and gatherings: Lead administrative aspects of PIH-US sponsored convenings and events including travel, food, space, ground transportation, and other services, and provide communications and post-event reimbursements to ensure smooth and successful events.

• Other tasks as needed: Manage select strategic initiatives and serve as contributor for tasks or deliverables under Director of Finance & Administration’s purview

• Calendar Management: Support 3-4 PIH-US leadership team members with harder-to-schedule meetings and larger team meetings.
• Hiring Coordination: Schedule interviews with candidates, liaising between hiring managers and candidates to arrange suitable interview times, ensuring a seamless and efficient interview process.

• Experience: 3-5 years work experience; Bachelor’s degree or equivalent experience; experience in business administration, office management, or a related field a plus.
• Excellent Organizational Skills: Demonstrated ability to efficiently manage multiple tasks, priorities, and deadlines in a fast-paced environment, while maintaining a high level of accuracy and attention to detail.
• Strong Communication Skills: Written and verbal communication skills, with the ability to communicate effectively and professionally with culturally diverse individuals at all levels and with varying experience with administrative processes, both internally and externally.
• Discretion and Confidentiality: Ability to handle sensitive information and confidential matters with the utmost discretion, integrity, and diplomacy.
• Technology: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications, with the ability to quickly learn and adapt to new technologies and tools. Experience with internal ticketing systems, Concur, Ovation, and Microsoft Teams and SharePoint a plus.
• Resourcefulness: Resourceful problem-solver with the ability to think critically, troubleshoot issues independently, and proactively seek solutions to challenges as they arise.
• Adaptability: Flexible and adaptable team player who can thrive in a dynamic and evolving work environment, while remaining calm under pressure and maintaining a positive attitude.
• Customer Service Orientation: Strong customer service mindset with a focus on anticipating and meeting the needs of the team and providing responsive and proactive support.
• Stakeholder Collaboration: Proven ability to collaborate effectively with diverse stakeholders, foster positive working relationships and facilitate communication and cooperation across teams.
• Financial Acumen: Basic understanding of financial processes, including billing, invoicing, and expense management, with the ability to accurately track and reconcile financial transactions.
• Time Management: Effective time management skills, with the ability to prioritize tasks, manage competing demands, and maximize productivity, while maintaining a high standard of work quality.
• Mission Orientation: Interest in social justice and overall PIH-US mission