The Administrative Assistant provides overall administrative support to reinforce the smooth functioning of the Strategic Planning and Finance (SPF) team within the Earth for Life (EFL) program. They perform a variety of both standard administrative duties (including preparing invoices and expense reports) and provide support to general office needs using administrative skills, organizational skills, and knowledge of the organization and its programs and policies.Responsibilities:Communication – Responds to and schedules meeting requests for supervisor(s) and staff with internal and external individuals. Answers and routes emails, greets visitors, and replies to inquiries requiring knowledge of departmental procedures.General office duties – Manages schedules and makes travel arrangements on behalf of supervisor(s) and team staff. Performs miscellaneous office tasks.Financial support – Reviews and processes payments for credit cards transactions, out of pocket expenses, and invoices. Inputs proper coding into the financial system, prepares check and/or wire requests, manages re-classes and serves as the liaison with Program Operations to track payments. Compiles and reviews financial reports submitted by others. Processes, organizes, and prepares expense reports for input into the financial systems, Workday and Smart Simple software. May monitor expense reports against budget, seeking explanations for significant variations.Meetings/conferences/special events – Arranges meetings including attendee coordination, space and equipment rental, AV needs, catering, and material preparation. Registers supervisor(s) and staff for conferences, workshops, and events.File management – Maintains the SPF team’s online file repository, ensuring that key project documents are properly organized, up to date, and easily accessible. Coordinates with the EFL Knowledge Management team to ensure alignment with institutional file management practices.Onboarding — Supports onboarding of new staff to the SPF team. Prepares onboarding schedule, coordinates with Facilities and Network Services teams to ensure new staff have office space and material needs, schedules meetings and guides new staff during their first weeks in the role, in coordination with the staff's supervisor.Performs other duties as assigned.
