Administrative Assistant

The Commonwealth Institute seeks a dynamic and experienced Administrative Assistant to support the organization and the President & CEO in our fast-paced, value-based, collaborative environment.

What you’ll do:

Serve as the Executive Assistant to TCI’s President & CEO (Owner) (20%): Provide comprehensive administrative support to the President and CEO, including:

• Assist with scheduling meetings for the President and CEO, and triaging incoming requests to ensure top priorities are met first
• Perform clerical and administrative tasks, including drafting letters, memos,

reports, and other documents

• Assist with preparation for meetings, including composing agendas, assembling

preparatory materials, taking notes, recording minutes, and occasionally attending meetings on behalf of the President and CEO

• Perform additional duties as assigned, including special projects that may require research or problem-solving

Assist with development & accounting tasks (Helper) (20%): Work with the Development Director and Senior Vice President to:

• Use grant tracking and CRM tools and upload grant documents to online file system
• Generate requested reports, such as donation reports
• Draft thank you letters to donors and assist with mailings
• Assist with monetary deposits, invoices and receipts
• Help with planning and set up for fundraising events
• Organize and process bill payments, staff reimbursements, contracts/agreements and other supporting financial tasks

Support the organization’s human resources processes (Helper) (20%): Provide administrative support to the SVP for Program and Operations in supporting employees throughout an inclusive and equitable employee life-cycle, from hiring and onboarding to offboarding and other transitions. This position would manage tracking time off requests, professional development requests and other related employee activities.

Play an integral role in office management and organizational logistics (Helper) (20%): Work with the Senior Vice President to ensure that the office space is functional and that everyone has what they need to do their jobs well. This responsibility includes:

• Coordinating with the office management company regarding problems and needs
• Receiving and distributing mail
• Monitoring and ordering office supplies, and maintaining office equipment, as needed
• Order food and beverages for office events; reserve space for off-site meetings
• Support organization events with logistics and event coordination including the annual Policy Summit
• Coordinating staff travel and event registration as needed

Assist with Board relations and outreach (Helper) (10%): Work with the Leadership Team and the Outreach Director to support and manage activities related to the Board of Directors and our outreach to community groups and partners

• Arranging logistics for Board and committee meetings
• Supporting new members during the onboarding process
• Provide event support for events like board retreats and coalition meetings

Provide support to the TCI Leadership Team (Helper) (10%): provide assistance to TCI’s Leadership Team as needed, including scheduling meetings or coordinating organization development logistics

What we’re looking for:

• Excellent written and verbal communication skills and the ability to interact positively with all levels within the organization including board members, donors, community partners and peers
• Highly organized, and able to efficiently prioritize a large workload of tasks
• The ability to thrive in a deadline-driven environment
• A focus on outcomes, able to give and receive constructive criticism in the pursuit of an ever-stronger organization
• A passion for improving the lives of people in Virginia with low incomes and communities of color, tempered by the understanding that policy progress rarely happens overnight and takes collaboration
• Commitment to social, economic, and racial justice