Administrative Specialist, Evaluation and Organizational Learning, and Enterprise Risk Manageme[...]

EPIP; Eden Prairie (MN); On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking an Administrative Specialist to support their Evaluation and Organizational Learning teams. This role is crucial for maintaining organization and efficiency, requiring strong communication and organizational skills. The ideal candidate will manage complex travel arrangements, prepare essential documents, and facilitate meetings while ensuring confidentiality and professionalism. Join a culture that values teamwork and continuous improvement, where your contributions will directly impact the philanthropic mission of the organization. If you thrive in a dynamic environment and are passionate about supporting meaningful work, this opportunity is for you.

Qualifications

• 3+ years as an Administrative Assistant supporting teams.
• Strong skills in Microsoft Office and travel arrangements.

Responsibilities

• Provide administrative support to teams, managing schedules and travel.
• Prepare documents and presentations using Microsoft Office tools.
• Coordinate meetings and events, ensuring smooth logistics.

Skills

Microsoft Office Suite

Organizational Skills

Travel Coordination

Communication Skills

Confidentiality

Problem-Solving Skills

Education

High School Degree

Associate's Degree

Bachelor's Degree

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Outlook

SharePoint

Job description

Administrative Specialist, Evaluation and Organizational Learning, and Enterprise Risk Management (MACP)

Posted on May 23, 2019

ORGANIZATIONAL OVERVIEW

Based in Eden Prairie, Minnesota, Margaret A. Cargill Philanthropies (MACP) was established through the generosity of Margaret A. Cargill, a granddaughter of the co-founder of Cargill, Inc. MACP encompasses two grantmaking entities, Margaret A. Cargill Foundation and Anne Ray Foundation, whose collective assets place it among the 10 largest philanthropies in the United States.

The organization’s grantmaking supports work in seven domains: Animal Welfare, Arts & Cultures, Disaster Relief & Recovery, Environment, Quality of Life, Teachers, and Legacy & Opportunity.

MISSION

To provide meaningful assistance and support to society, the arts, and the environment.

CULTURE

The cultural aspirations of MACPS are to be humble, compassionate, respectful, honest, professional, ethical, and mindful of the importance of carrying out the philanthropic work as envisioned by Margaret A. Cargill. This is a culture where teamwork is critical, learning is ongoing, and decisions are made thoughtfully.

JOB PURPOSE

The Administrative Specialist is responsible for providing administrative support to the Evaluation and Organizational Learning team and the Enterprise Risk Management team. The position requires attention to detail, confidentiality, critical thinking, establishing priorities, meeting deadlines, and the ability to juggle multiple competing tasks and demands. Work also requires flexibility and coordination with other team members to accomplish overall team goals.

RESPONSIBILITIES

Provide administrative support to designated teams, including:

1. Arrange travel, including complex domestic and international travel and out-of-town meetings. Create travel briefing books to supplement each trip.
2. Assist with the daily schedules of the Director, Evaluation and Organizational Learning and the Director, Enterprise Risk Management; keeping appointments and meetings on time or changing schedules when necessary and ensuring they are prepared in advance of each meeting.
3. Prepare and distribute proposal review materials.
4. Manage external contacts for teams proactively, understanding who they are and keep track of periodic communication.
5. Assist in gathering documentation in response to inquiries.
6. Enhance organization and department effectiveness and efficiencies through means of identifying and owning steps to improve processes.
7. Design and utilize tools to track the progress of evaluation department projects.
8. Prepare invoices and expense reports.
9. Sort, organize, and distribute mail.

Assist with preparation and management of documents and presentations, including:

1. Use Microsoft Word and PowerPoint to develop and revise documents, apply templates to existing documents, and format materials to align them with branding standards.
2. Use Microsoft Excel to create and update simple spreadsheets, charts, and graphs.
3. Compose routine letters, emails and memoranda ensuring accuracy and professionalism.
4. Organize and maintain inventory of department materials, as well as physical and digital files.
5. Save documents to the organizations’ document management systems according to organization procedures.

Plan and coordinate on-site and off-site meetings and events, including:

1. Assist with preparing agendas and meeting materials, including assembling research/background information, developing content and distributing information to members of the meeting in advance.
2. Make room, facility, teleconference/videoconference, meal/catering, and guest travel arrangements, as needed.
3. Coordinate activities and vendors during the meeting.
4. Ensure all logistical aspects of meetings run smoothly; proactively handle issues and troubleshoot any emerging problems during meetings/events.

Other duties to include:

1. Participate collaboratively in cross-functional teams and projects to develop, implement, and maintain organizational processes, tools, and documentation, as assigned.
2. Provide back-up to other Administrative staff as necessary.
3. Other projects and duties as assigned.

EDUCATION, EXPERIENCE, AND OTHER QUALIFICATIONS

1. High School degree or equivalent required; Associate’s or Bachelor’s degree preferred.
2. 3+ years in an Administrative Assistant role supporting a team of people.
3. Strong working knowledge of PowerPoint, Word, Excel and Outlook; an openness to using new technologies; prefer experience with SharePoint and/or CRM software.
4. Experience researching and making complex travel arrangements; preferably domestically and internationally.
5. Strong writing and proofreading skills.
6. Strong organizational skills with a keen ability to prioritize and multi-task.
7. Demonstrated history of calendar and travel management experience.
8. Ability to interface well with internal and external business associates in a highly professional manner.
9. Maintain the highest level of confidentiality in both internal and external relationships.
10. Excellent interpersonal skills and ability to collaborate effectively with other team members and administrative staff.
11. Ability to both prioritize tasks and handle multiple tasks simultaneously.
12. Sound judgment and decision making skills.
13. Interest in and ability to continuously improve processes.

TRAVEL

None anticipated.

PHYSICAL DEMANDS

1. Required to sit for long periods of time.
2. Extensive use of computer, keyboard and mouse.
3. Bend to file or retrieve documents.
4. Occasionally required to lift and/or move up to 30 pounds.

The above statements are not intended to encompass all functions and qualifications of the position; rather, they are intended to provide a general framework of the requirements of the position. Job incumbents may be required to perform other functions not specifically addressed in this description.

Margaret A. Cargill Philanthropies is an equal opportunity employer and encourages candidates of all identities, experiences, orientations and communities to apply.