Special Olympics Vermont
Administrative & Operations Assistant | Full Time
Location: South Burlington, VT, USA
Administrative & Operations Assistant
SUPERVISOR: President & CEO
POSITION: Full time, salary
The Administrative & Operations Assistant (AOA) plays a key supporting role on Special Olympics Vermont’s team, working closely with the President & CEO to perform efficient and impactful office operational tasks that facilitate the leadership work of the organization, including the Board of Directors. The primary responsibility of this role is to manage administrative tasks with accuracy and a sense of urgency. The AOA engages in on-going data management – entry, updating, reporting and communicating to support Special Olympics Vermont’s network of athletes, families, donors, volunteers, and staff. This behind-the-scenes role lays the groundwork upon which much of the teams’ work relies. It is a sometimes fast-moving, occasionally monotonous, often interactive and alternately individual multi-tasking role for someone who is an adaptable, proactive problem solver. We seek someone who can see the big picture, then identify and implement the specific steps needed to achieve goals along the way.
Special Olympics Vermont is a fun, closely-knit and dynamic non-profit that provides a variety of opportunities to, and advocates for the inclusion of, people with intellectual disabilities. Employees must demonstrate personal discipline, self-motivation and a commitment to working as a team. Each staff member is expected to demonstrate strong interpersonal skills, professionalism, attention to detail and flexibility in assignments, tasks, schedules and roles. Employees treat everyone with dignity and respect. They are expected to engage in constructive, creative problem solving, as well as pro-actively foster communications in a collaborative and professional manner with all members of the Special Olympics Vermont community, including co-workers, volunteers, individual and corporate supporters, business vendors, and athletes.
- Medical and Dental Insurance
- HSA Employer Contribution
- 401k Employer Match
- Generous Combined Time Off and Paid Holidays
- Disability, Life, ADD Insurance
- Cell Phone Stipend
- Mission-Driven Work
- Fun, flexible Office Environment
- Great Coworkers!
ESSENTIAL DUTIES & RESPONSIBILITIES
The Administrative & Operations Assistant is responsible for managing day-to-day administrative tasks. This position will develop constructive, collaborative relationships with co-workers and support others with both recurring as well as project-based organizational work. They will also identify opportunities to improve internal systems and independently implement new solutions, while maintaining excellent communication with teammates along the way.
The Administrative & Operations Assistant Tasks include, but are not limited to:
- Leadership Support: Work in partnership with and assist the President & CEO by completing administrative and operational duties as requested.
- Facilitate the work of the Board of Directors: Schedule committee and board meetings; send meeting invitations; help with committee and board meeting minutes; assist with orientation and off-boarding, etc.
- Track director terms and required forms
- Maintain and update the board portal on the website
- Take direction from, and offer suggestions to, CEO and other SOVT leaders in our collective effort of continuous improvement
- Administrative/Office Operations: Lead the team in maintaining a clean, healthy, well-resourced, happy, efficient and productive work environment.
- Serve as primary contact for support to constituents by managing main office phone line and email account
- Arrange necessary repairs with landlord or contractors, serve as point person for IT vendor
- Manage procurement and distribution of Insurance Certificates, W-9’s, S-3’s
- Track office supply inventory, to include stationary, business cards, envelopes, etc. in conjunction with staff as a whole and procure resupply as necessary.
- Print, order, and organize any materials needed for events, presentations, competitions, and board or staff meetings
- Organize orientation and training of new staff members, assist in onboarding/offboarding for staff & Board members
- Plan on-office or off-site activities such as staff retreat, staff birthdays and other life celebrations
- Assist in identifying, hiring, and overseeing office interns and athletes
- Development support: Process mail, scan checks, enter data into LGL (donor database that will connect to QuickBooks), print and mail donor gratitude, manage suppression list, etc., as directed.
- Update and process all matching gifts, following up with donors as needed
- Program support: Work with Programs team to ensure that data in Games Management System is accurate and up to date.
- Oversee documentation (paperwork) process, including data entry – all athlete registration forms; volunteer and staff forms, including board of directors.
- Queue and follow up on background checks, including communicating with program coordinators and appropriate staff as needed
- Assist with basic reporting for grants
- Other duties as assigned
- Genuine passion for Special Olympics Vermont’s vision and mission
- Experience in a professional work environment
- Supportive team player committed to proactive, effective verbal and written communication, collaboration and idea sharing
- Exemplary emotional intelligence and interpersonal skills
- Outstanding executive function- organization; time and project management; ability to prioritize; attention to detail; capacity for strategic thinking
- Innovative thinker who offers workable solutions
- Respect for and professional management of confidential financial, personal identification, medical, and other sensitive information
- Experience with data entry and general administrative tasks
- Strong computer skills (MS Office, database software, online systems. Experience with CRM database and management highly desired)
- Energy, enthusiasm, flexibility, creativity and a positive attitude
- High School Diploma or GED; additional education preferred
Include but are not limited to the following:
- Long periods of sitting, standing, and moving around, depending on the day.
- Every employee must be able to perform the duties and responsibilities of the position without posing a threat to their own health and safety or that of other individuals.
- Assist in loading and moving various materials, around the office and a variety of event locations, sometimes into personal or other vehicles as needed.
- Work sometimes requires occasional nights, weekends and travel. Travel by automobile to communities throughout VT for events and competitions may be required. Employees must maintain a valid VT driver’s license. Employees manage their own travel within the applicable guidelines and policies of Special Olympics Vermont and are responsible for tracking and reporting reimbursable expenses.
- Safe driving practices by SOVT employees is required, including the wearing of seat belts. When driving for business purposes, SOVT employees are expected to follow motor vehicle laws of each state, including laws prohibiting the use of cell phones while driving.
Interested candidates should send resume and cover letter to firstname.lastname@example.org.
SOVT is proud to be an equal opportunity employer. We do not discriminate based on race, color, religion, sex, gender identity or expression, national origin, political affiliation, sexual orientation, marital status, disability, neurodiversity, age, parental status, socio-economic background, military service, or any other characteristic or status protected by applicable law.
Interested candidates should send resume and cover letter to email@example.com.