Job Title: Administrative Assistant
Position Type: Full-Time

About Pennington Biomedical Research Foundation: 

Pennington Biomedical Research Foundation is a non-profit organization dedicated to securing  resources that enhance the mission of Pennington Biomedical Research Center, a leading institution dedicated to advancing scientific research in the fields of nutrition, obesity, diabetes, cancer, and other chronic diseases. Pennington Biomedical’s team of experts is committed to making groundbreaking discoveries that contribute to improving public health. To broaden and deepen the impact of that mission, we rely on the support of donors to fund research initiatives, clinical studies, and public health outreach and maintain Pennington Biomedical’s commitment to excellence.

About the Position:

The Administrative Assistant is responsible for handling the day-to-day administrative needs of the Foundation Office. This position will report directly to the CFO and will play a vital and integrated role in the operations of Pennington Biomedical Research Foundation. This position will handle scheduling, planning and coordinating meetings; accurate data entry into the donor database; file and records management; development of material for presentations; and general office administrative duties. Sensitivity to confidential matters, a high degree of professionalism, tact, and diplomacy are required. Interest in the mission of Pennington Biomedical Research Center is desired.

Key Responsibilities and Duties

• Performs administrative functions, including but not limited to, scheduling meetings, preparing agendas, coordinating travel arrangements, file management, word processing, scanning documents, data entry, and office supply orders.
• Coordinate internal and external meetings, finalize meeting documents and presentations, schedule videoconferences, take minutes, and ensure follow-up on actions items.
• Preparation of correspondence and related documents.
• Maintain accurate and organized files and records.
• Assists with creation and assembly of documents for distribution.
• Provides support as needed for special events, projects and communications.
• Enters gift data into donor database in an accurate manner using predetermined guidelines.
• Provide clerical support to the accounting department, including but not limited to, receiving, entering, and submitting invoices for processing and payment in accounting system.
• Monthly expense tracking for corporate credit cards.
• Assists in managing office operations and maintaining office equipment.
• Other duties and special projects as assigned.

Qualifications Required:

• Proficient in the use of Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)
• Highly organized with a proven ability to provide extreme attention to detail and meet deadlines
• Excellent verbal and written communication skills, as well as being a good listener
• Ability to think independently
• Excellent time management skills and judgment
• Ability to handle confidential and sensitive information appropriately
• Demonstrated independent problem-solving skills
• Demonstrated ability to interact with a wide range of people and maintain positive working relationships
• A high degree of professionalism and integrity
• Strong interpersonal skills
• Must be comfortable handling multiple projects and various deadlines
• Must be able to effectively handle or escalate problems that arise and implement mitigation strategies as needed
• Willingness to support the team with whatever is needed in order to ensure a successful outcome
• Takes initiative in an appropriate way

Preferred:

• Bachelor’s degree preferred
• 2-3 years of professional experience, preferably providing administrative support
• Interest in the mission and work of Pennington Biomedical Research Center
• Experience working with Raiser’s Edge NXT

How to Apply: 

Interested candidates should submit their resume and cover letter to [email protected]. Please include “Administrative Assistant” in the subject line.

Pennington Biomedical Research Foundation is an equal opportunity employer. We encourage individuals from diverse backgrounds to apply.

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