Administrative Assistant - Outdoor Programs & Program Support

Job Title: Administrative Assistant-Outdoor Programs & Program Support

Reports To: Senior Director of Outdoor Program

Status: Non-Exempt/Hourly

Salary: $17.00-$18.00/Hourly

Location: Mableton Business Center

JOB SUMMARY

Girl Scouts of Greater Atlanta is looking for a detail-oriented assistant to provide support services to add efficiency to the office of the Senior Director of Outdoor Programs, Director of Program Support, and the related departments. Strong computer software proficiencies, professional communication competences and superior customer service expertise are essential traits for this fast-paced, deadline-driven environment.

DUTIES AND RESPONSIBILITIES

• Work to support key priorities of Girl Scouts of Greater Atlanta
• Maintain confidential information of staff, donors, volunteers and organization
• Coordinate Senior Director of Outdoor Programs executive logistics such as managing the program calendar, phone calls, travel arrangements, paper and Sharepoint filing, and other scheduling as required by Department Head.
• Provide essential follow-up support and perform post meeting actions as directed
• Coordinate and compile materials for programs and events
• Database maintenance and enrollment management for various programs and events. Coordinate with Outdoor Programs Registrar and Program Support team members as appropriate to the event.
• Maintain office supply inventory; anticipate supplies needed
• Develop and maintain excellent relations with volunteers, members, collaborators and vendors via telephone, mail, fax, and electronic mail
• Assist with special events and meetings where needed (scheduling logistics and on-site support, etc.)
• Reconcile credit card statements, track expenses and manage invoices for budgeting purposes
• Support High Awards process - coordinate award letter mailing, update award data, upload files to Basecamp and update awardees in Salesforce.
• Coordinate insurance requests and claims with Risk Department for Outdoor Programs
• Manage program partnership response process for Program Support team.
• Manage uniform and event financial aid process for Program Support and Outdoor Program teams.
• Manage various IT systems utilized by Girl Scouts of Greater Atlanta (including Salesforce, Zoom etc.) Prepare, edit and/or proofread professional correspondence for Senior Director of Outdoor Programs, including memos, emails, marketing pieces and letters
• Assist with production of special documents and flyers
• Assist with Customer Care cases in Salesforce. Manage queue and reply to basic cases for Outdoor Programs and Program Support team This is a shared position with approximately 60% of time spent in Outdoor Programs and 40% in Program Support.
• Successfully execute other duties as assigned

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent verbal and written communication skills
• Event and meeting planning experience
• Problem-solving abilities and Proven organizational skills required
• Microsoft Office proficiencies (including PowerPoint, Access, Excel)
• Great interpersonal skills and professionalism
• Ability to work well with all levels of internal management and staff as well as volunteers
• Coordinate and compile materials for programs and events
• Database maintenance for various programs and events. Coordinate with Outdoor Programs Registrar.
• Develop and maintain excellent relations with volunteers, members, collaborators via telephone, mail, fax, and electronic mail
• Ability to follow oral and written instructions
• Ability to work well with a team and independently
• Demonstrated ability to prioritize and handle multiple tasks
• Ability to meet designated deadlines
• Graphic design software
• Project coordination and office management
• Knowledge of Girl Scout organization
• At least two years of experience with general office responsibilities and procedures Must be Microsoft proficient
• Knowledge of organizational principles and practices of basic office management
• Willingness or ability to work flexible hours, including some nights and weekends.

*Must successfully complete a criminal, motor vehicle and credit background check.