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Administrative Assistant

Posted: 09/18/2022


The administrative assistant is responsible to ensure the efficient operation of the office. Responsible for time sensitive material and familiar with the concepts, practices and procedures required by non-profit organizations to operate efficiently and securely. The Administrative Assistant is responsible to perform regular and recurring duties and initiatives under the RGV Partnership, RGV Partnership Foundation and the RGV Citizens Against Lawsuit Abuse. Ability to effectively communicate via phone and email, ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner to the organization’s Board of Directors and leadership of the organization.

Perform new and more complex assignments under specific direction and supervision. Be able to support the organization during out of the office and after hours scheduled events.

Essential Duties and Responsibilities:

Act as the office point of contact among its visitors, executives, and staff
Manage information flow in a timely and accurate manner
Maintain office supply inventory and displays in front lobby
Take and record accurate minutes during official and designated meetings
Screen and direct phone calls and distribute correspondence
Organize and maintain the office filing system to ensure compliance and availability during annual audits that will be performed by an external company
Communicate targeted information via mass mail outs and email (as directed by President/CEO)
Update monthly Business Barometer with data that is provided by external organizations
Update Public Officials Directory after each election via software that will be provided
Maintain reservation calendar of our board/conference rooms
Manage travel (air/hotel) arrangements for special events
Secure quotes from vendors for special events
Attend and assist with various scheduled activities such as meetings, special events, etc. This involves signing in attendees, making name tags, confirming RSVP’s, etc.
Perform other related duties as assigned by the President/CEO and Finance Director.

Education and Experience

Minimum of a high school diploma, preferring a candidate with an associate degree and a minimum of three years related experience.

Office Skills

Excellent MS Office knowledge and computer literacy skills
Outstanding organizational and time management skills
Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)
Decision-making skills

Communication Skills

Ability to write routine reports and correspondence. Communicate effectively with Board Members, staff, members of the organization and key stakeholders. Visual, speaking and hearing ability sufficient to communicate in person and over the phone.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently required to sit, stand, and walk. Able to lift and/or move up to 30 pounds.

Equal Opportunity Employer Statement

The Rio Grande Valley Partnership is an Equal Opportunity Employer. This company does not and will not discriminate in employment and personnel practices based on race, sex, age, handicap, religion, national origin, or any other basis prohibited by applicable law.

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