TENxAdministrative Assistant

TENx
10 Administrative Assistant

DEPT: TENx
10

FT/PT/TEMP: FULL TIME

EXEMPT STATUS: NON-EXEMPT

HOURS:

40 PER WEEK

REPORTS TO:

DIRECTOR OF OPERATIONS

LOCATION:

HYBRID, PASADENA, CA

The TENx
10 Administrative Assistant will help support the execution of the TENx
10 Collaboration. TENx
10 is a collaborative national discipleship movement with the mission to make faith matter more for ten million young people over the next ten years. We seek a full-time team-minded Administrative Assistant with high levels of initiative, organizational and interpersonal skills. This person should be a highly detailed individual with the ability to anticipate challenges and pivot with changes as well as hold an enthusiasm for TENx
10’s mission, strategies, and goals.

The TENx
10 Administrative Assistant will work closely with the TENx
10 Director of Operations to provide administrative, financial, and team support. The ideal candidate can work fast with high output while not sacrificing workload quality, has a high attention to detail, and can provide kind and hospitable customer service.

• Payments and Contracts Support (50%)
  • Process all payments, deposits, monthly business credit card statements, and reimbursements for staff, hired consultants, and vendors. This includes collecting payee information (W9s, ACHs, invoices), interfacing with the necessary departments at Fuller, and keeping detailed records of all financial transactions in the proper databases.
  • Execute contracts through the proper Fuller systems, including acquiring legal review and approval, implementing suggested edits, requesting signatures from and sending notifications to appropriate parties, and maintaining documentation of records.
• Staff Support (20%)
  • Plan the logistics for weekly staff meetings: maintain schedule of staff devotionals and icebreakers, send notifications and reminders in advance to collect agenda items for upcoming meetings, and coordinate the technology to conduct meetings (Zoom links, Google calendars, Google docs for note taking, etc.).
  • Take detailed and comprehensive notes during all appropriate TENx
    10 staff meetings and ensure all follow up and to-do items are assigned to appropriate parties within a timely manner.
  • Plan the logistics for staff appreciation events such as staff parties and birthdays.
  • Communicate personnel related announcements to the TENx
    10 team, such as filling out timecards, upcoming holidays and office closures, and Fuller-wide staff announcements.
  • Provide logistical support to the TENx
    10 team and Executive Leadership Team (ELT), as needed, which includes:
    • Arrange appointments as directed, initiate recurring meeting schedules with key individuals, attend meetings for the purpose of transcribing information discussed, as requested.
    • Send and mail packages and letters (physical and digital) to stakeholders, as directed.
  • Additional logistical support including running various errands and supporting event planning, as needed.
• Office and Technology Support (20%)
  • Process mail for TENx
    10. This includes preparing and shipping packages and letters to external stakeholders and event attendees, as needed.
  • Serve as the primary point of contact for TENx
    10 with excellent support, hospitality, and customer service. This includes answering, screening, and routing all emails from the info account to their appropriate destinations, noting and conveying details thoroughly and concisely.
  • Purchase office and event supplies, coordinate delivery to appropriate parties as needed, and keep detailed and up-to-date records of inventories.
  • Aid in maintaining accurate grant metrics through routine data entry and clerical support.
  • Maintain and keep organized electronic filing systems, folders, and documents of all office information, records, and projects. Includes keeping the team calendar up to date and paying online subscriptions.
• Hiring and Onboarding Support (10%)
  • Under the direction of the Director of Operations:
    • Assist in the creation and posting of job descriptions for new positions.
    • Assist in the vetting of prospective applicants by organizing job application documents, collecting additional information from applicants as needed, and…