Do you have a passionate for doing meaningful work and collaborating with awesome teammates and clients that are on a mission to build impact-driven technology solutions? If so, consider joining the Websmith team.

Administrative Coordinator (PT)

Position:

Websmith Studio is seeking a forward-thinking, smart, creative individual with excellent organizational and communication skills, both verbal and written, to assist us in maintaining administrative excellence.  The individual will be tasked with managing the daily office operations and procedures, including executive administrative support, internal communications, client relations, event planning and execution, and budget management.

This position will work to support and supplement the efforts of Websmith Studio’s executive and advisory teams and will be expected to collaborate closely as required.

Essential Job Functions:

Executive

  • Manages Executive Director’s appointment calendar. Proactively informs the Executive Director of deadlines, tasks, events and meetings.
  • Assist in the development of presentations, meeting materials, and other materials.
  • Designs, completes, and monitors special projects, as requested by the Executive Director
  • Develops and distributes agendas and participates in various meetings, ensuring minutes reflect the meeting discussion and timely distribution of those minutes to attendees.
  • Arranging travel accommodations
  • Other duties, as assigned

Client & Team Relations

  • Helps process all incoming requests with a strong customer service focus.
  • Greets visitors, answers questions, triages requests for assistance and directs people to appropriate resources.
  • Coordinates Websmith and other sponsored event activities
  • Assists with client follow-ups and post-project surveys.
  • Maintain associate, client and partner files
  • Onboard new associates ensuring timely receipt of all equipment, obtaining security access and access to all technical resources, submission of new Associate data to appropriate areas, and identify appropriate work space where applicable.

Office Management

  • General office duties, as assigned
  • Oversees physical space and identifies and secures outside space as needed.
  • Controls inventory and purchases supplies and promotional products from outside vendors. Negotiates promotional products pricing.
  • Initiates and tracks office and equipment maintenance request.
  • Assist in the development of process flows for various administrative procedures

Budget Management

  • Initiates payment requests to vendors, and troubleshoots invoice and payment issues.
  • Participates in strategic planning for resource allocation, and manages and monitors office expenses
  • Develops and delivers financial reports to appropriate executive or board member.

Job Qualifications:

  • At least 3 years of Executive Administrative Assistant experience in a fast-paced environment, preferably business or professional services;
  • Strong oral and written communications skills;
  • Excellent organizational, project-management, problem-solving, interpersonal, and customer service skills;
  • Strong judgment and the ability to work effectively independently and as part of a team;
  • Strong Computer literacy (word processing, presentation, spreadsheet, web content management and end-user database tools)
  • Strong relationship building skills
  • Discretion in handling sensitive and confidential information;
  • Understanding of office maintenance principles and procedures, including services, equipment, supplies and inventory control; and vendor management
  • Professional Appearance and Demeanor.

Schedule

This position is part-time will require 20-25 hours of work per week.

Selection Process

To be considered for the position, please submit the following by Monday, January 30, 2017.

  • Resume
  • Cover letter
Websmith Studio believes in equal employment opportunities for all, regardless of color, religion, sex, national origin, disability or any other legally protected classification. Websmith Studio’s policy is to hire and promote the most qualified applicants and to comply with all federal, state and local equal employment opportunity laws.
How to Apply

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Your Message

  • The Websmith team did a great job and were extremely responsive and informative particularly as key deadlines approached. Our lead developer was a great listener as reflected by his adjustments to the product. We also appreciated Websmith’s flexibility in rescheduling calls and appointments due to weather-related closures in both DC and Richmond. We did not experience any loss of momentum to get the project completed.

    Council for Advancement and Support of Education
    Director
  • Using Websmith’s software development services we were able to supplement the skill set of our existing in-house programmer(s) and meet our

    deadlines. The development team members are professional and had excellent response times. They were able to keep track of the many projects assigned and they stand behind their work. We would recommend them and are very likely to use their services again.

    Virginia Commonwealth University
    Project Director
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