We are seeking a highly organized and proactive Administrative Assistant for this role to provide comprehensive support in program management and procurement support functions. The ideal candidate will possess strong administrative skills, exceptional attention to detail, and the ability to multitask effectively in a fast-paced environment. This role will involve assisting with administering program planning and execution activities and ensuring seamless administrative support. A resilient candidate will assist in enhancing the efficiency of our program management and procurement teams.
Specific Duties:
1. Program Management Support:
- Provide administrative support to Program Manager and Workstream Leads in planning, organizing, and executing program activities.
- Assist in monitoring program timelines, and schedules, and track progress against milestones.
- Handle incoming emails and phone calls and route them appropriately.
- Coordinate meetings, conference calls, and appointments related to program activities, with a concentration on preparing meeting agendas and minutes.
2. Procurement Support:
- Assist in the procurement process by researching vendors, obtaining quotes, and preparing purchase orders.
- Maintain accurate records of procurement transactions, including vendor communications and quotes/purchase orders documentation.
- Coordinate with vendors and staff to ensure timely delivery of goods and services and resolve any issues or discrepancies that may arise.
Required Skills:
- Proven experience in an administrative assistant role, preferably in program/project management or procurement.
- Skilled collaboration and working effectively with others.
- Effective written and verbal communication skills, with a strong active listening skill.
- Excellent attention to detail, accuracy in data entry and record-keeping, and strong problem-solving skills a plus.
- Ability to interact professionally with internal and external program stakeholders.
- Skill in working both independently with minimal supervision and taking direction as part of a team.
Minimum Entrance Requirements:
- Bachelor's degree in business administration, supply chain management, or related field is preferred.
- Proficiency in Microsoft Office Suite (Excel, Outlook, PowerPoint, Word,) and other relevant software applications.
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veteran.
