Administrative Assistant III

Organization Overview:
For over five decades, 9to5 has been advancing economic justice for women, grounding our work through a racial and gender justice lens. As a grassroots, membership-based organization, our members have prioritized the issues we work on every day: low-wage jobs, the erosion of a social safety net, the lack of paid sick time and paid family leave, unemployment, and workplace discrimination. Our programs include grassroots organizing, leadership development, and training, nonpartisan civic engagement, and policy change campaigns. We are most active in Colorado, Georgia, and Wisconsin, but also have a national impact.

Position Overview:
The Administrative Assistant III is responsible for carrying out day-to-day administrative and logistical tasks, and facilitating efficient communication across the entire Georgia Chapter. The chapter administrator will enhance and create systems by managing the Georgia chapter calendar, logistics, supplies and databases like organizing and maintaining the chapter drive. This position will also coordinate Georgia’s chapter activities, events and operations. This is a hybrid role, with split time in the virtual and in-person offices.

Key Responsibilities:

1. Office management – 25%:
○ Responsible for maintaining and running a friendly, well-organized in-person and virtual office.
○ Virtual and in-person duties may include the following: answering and responding to phone calls and written inquiries, regularly checking the mail, handling correspondence and regular mailings with staff and stakeholders, ordering supplies and materials, updating databases, preparing & paying invoices, coordinating IT support as needed, leading on setting up office and furniture, supporting with processing and sending checks and income to national, coordinating deliveries or vendors, and scheduling and calendaring.
○ Use advanced computer skills virtually and in-person, including when coordinating logistics for meeting and training other staff.
○ Support the supervisor in managing credit card invoices, and uploading receipts through Divvy and Bill.com. Support vendors in creating bill.com accounts. Over time, this role may supervise full time staff, volunteers, or interns.

2. Events, Meetings, Research, and Project Support – 20%
○ Book rooms, logistics, interpretation, and catering by preparing materials and handling operations and administrative needs.
○ This may include the following:
○ registration for a variety of meetings, workshops, and other events for campaigns, and annual or seasonal Georgia staff retreats.
○ Support with taking attendance during events, and note taking or delegating note taking during meetings.
○ Coordinating projects as assigned by the supervisor, including the administrative aspects of projects or programs.
○ Support or manage digital and in-person event logistics in partnership with the data team, including RSVP, follow up and occasional volunteer coordination.
○ Help with site visits, data-entry and compilation or analysis of other research for projects.
○ Coordinate with other staff to identify other opportunities and needs by serving as a thought partner on internal systems development.

3. Correspondence and contact with members and the public – 15%:
○ Support and respond to membership recruitment and information inquiries through
main chapter emails; supporting and maintaining mailing and membership lists.
○ Making calls to leaders and members for recruitment, turnout or other information.
○ Direct support to members and leaders.
○ Correspond and coordinate with stakeholders, and represent 9to5 at community events as assigned by the supervisor.

4. Budget and Bookkeeping – 15%:
○ Support and enhance budget and bookkeeping procedures by collecting and managing receipts, invoices, and other relevant data like tracking office stock, supplies, and inventory.
○ Assist supervisor by identifying new funding sources and supporting the grant calendar.

5. Office and Staff Development – 15%:
○ Lead the administrative elements related to onboarding by assisting with emails, Google Suite, Paychex and other tools in coordination with HR and Finance.
○ Participate in planning, assessment and other staff meetings and trainings. When possible, assist 9to5 GA colleagues with basic administrative support as assigned by the supervisor, including making purchases and supporting event logistics.

6. Other related duties as assigned by the supervisor – 10%
○ This may include support with scheduling, reporting, correspondence, logistics and meeting or event prep

Qualifications:
● Strong anti-oppression and social justice framework
● Proven experience as an office administrator, office assistant or relevant role in a fast-paced environment
● Outstanding communication and interpersonal abilities
● Excellent organizational and leadership skills, including database management and the ability to create or enhance internal or external administrative systems
● Self-starter demonstrating initiative and ability to organize, prioritize, and budget time, especially when working independently
● Familiarity with office management procedures and basic accounting principles
● Excellent knowledge of Window, MS Office, Google Drive, and other office management software
● Familiarity with google drive, calendar, spreadsheets and other component
● Experience training or supervising systems, programs, processes or other team members
● Ability to work independently and as part of a team, managing multiple projects and deadlines in a fast-paced environment.
● Commitment to 9to5’s mission and values.

Details:
This is a full-time position (40 hours/week), offering a salary package of $59,550.80 with generous family health insurance, employer retirement contribution, life insurance and paid time off benefits including sick time, vacation time, personal time and 10 paid holidays annually. This position is a bargaining unit position in the 9to5 staff union.

9to5 is an affirmative action employer. We strongly encourage and seek applications from women, people of color, bilingual and bicultural individuals as well as members of the lesbian, gay, bisexual, and transgender communities.

To apply: Send resume, letter of interest, and 3 references to jobs@9to5.org with “Georgia Administrative Assistant ” in the subject line. The position will remain open until a suitable candidate is identified.