Administrative Assistant

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Description

The Carter Center is a 501(c)(3), not-for-profit, nongovernmental organization founded in 1982 in Atlanta, GA, by former U.S. President Jimmy Carter and his wife, Rosalynn, in partnership with Emory University. The Center has helped to improve millions of lives in more than 80 countries by waging peace, fighting disease, and building hope. The Carter Center is guided by a fundamental commitment to human rights and the alleviation of human suffering. It seeks to prevent and resolve conflicts, enhance freedom and democracy, and improve health.  

The Carter Center collaborates with other organizations, public and private, in carrying out its mission around the world. Current information about the Center’s many programs and activities are available at The Carter Center.

SUMMARY:

The Administrative Assistant will provide administrative support to the Director for Health/Peace Programs as well as a team of nine development officers in the Peace Programs Development (PPD) team and the broader Programs Development (PD) department. Assists in the broader administration of the Programs Development (PD) department, together with a second, equal administrative assistant.

KEY RESPONSIBILITIES:

• General Administration: Provides day-to-day administrative support, including printing, preparing documents, and coordinating signature approvals. May create and edit scientific, programmatic or other reports associated with department's primary business. Oversees ordering and maintenance of office supplies.
• Reporting: Supports the maintenance of accurate standard and custom reports from Raiser’s Edge by analyzing and organizing donor and program data produced by the Administrative team. Initiates, processes, and maintains records and invoices.
• Travel Coordination: Manages domestic and international travel logistics and processes pre- and post-travel reimbursements for staff.
• Donor & Prospect Communication: Drafts and distributes donor correspondence and supports relationship-building through written and verbal communications, mainly in the form of Acknowledgement letters.
• Systems Management: Maintains existing grant and donor profiles within the Raiser's Edge system. Ensures gifts are processed in accordance with established procedures, including internal communication with colleagues in Development Services and Finance departments, as well as other departments, as appropriate. Processes and tracks grant agreements and contracts internally, and ensures timely submission of those documents.
• Meetings: Coordinates virtual and in-person meetings, including scheduling, space reservations, invitations, and agenda distribution. Tracks invitee attendance/participation.
• Executive Presentations: Prepares, edits, and formats presentations and (sometimes) talking materials for executive leadership, ensuring clarity, accuracy, and consistency.
• Team Collaboration and Support: Experience supporting large teams through coordinated email communication and collaboration using Microsoft Outlook, Teams, and shared tools. Prepares charts and graphs for reports and presentations.
• Confidentiality is required.
• May be required to work occasional flexible hours for early morning and evening events during the week, as needed.
• May be required to work overtime as defined by the needs of the department.
• Performs related responsibilities as required.

MINIMUM QUALIFICATIONS:

• Bachelor's degree or the combination of a high school diploma (or equivalency) and five years of administrative support or secretarial experience.
• Proficiency with Microsoft Office including PowerPoint, Outlook and Excel.
• Experience with collaboration tools (OneDrive, Zoom, Teams, and/or others).

PREFERRED QUALIFICATIONS:

• Confidence using Microsoft Office Suite (specifically Teams and Outlook Calendars)
• Understanding of the Grants Management Lifecycle
• Strong ability to work independently and collaboratively
• Adaptable and flexible in a fast-paced environment
• Demonstrated teamwork and interpersonal skills
• Excellent attention to detail
• Knowledge of Blackbaud Raiser's Edge or CRM Database systems

NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to The Carter Center on a flexible weekly schedule based upon business needs.  Schedule is based on agreed upon guidelines.  All non-exempt employees must reside within the state of Georgia. The Carter Center reserves the right to change remote work status with notice to employee. Applicants must be currently authorized to work in the United States for any employer.

Additional Details

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).

Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at [email protected] or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.