Administrative Assistant

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Location: Greater Brownsville Incentives Corporation (GBIC)

Reports To: Executive Director/CEO and Deputy Executive Director/COO

Position Summary

The Administrative Assistant provides comprehensive administrative support to the Executive Director, Deputy Executive Director/COO, board members, and GBIC staff. This role is crucial in ensuring smooth operations within the office, managing communications, and coordinating various administrative, financial, and event-related activities. The ideal candidate will be proactive, organized, and able to handle multiple tasks efficiently while maintaining a high level of professionalism and confidentiality.

Key Responsibilities

Customer Service & Communication

  • Customer Service Experience: Must have demonstrated customer service experience, with the ability to provide courteous, professional, and efficient service to stakeholders, partners, and the public.
  • Screening and Inquiry Handling: Efficiently screen and direct phone calls, attend to walk-in visitors, and respond to online inquiries to ensure effective communication with the public and stakeholders.
  • Written and Verbal Communication: Draft and edit correspondence, including confidential documents, memos, and emails, ensuring accuracy and professionalism. Maintain strong communication with internal teams and external partners, facilitating clear and effective information flow.

Administrative Support

  • Data Entry and Record Maintenance: Perform data entry tasks, updating and maintaining organizational databases, files, and records to ensure the accuracy and accessibility of information.
  • Scheduling and Coordination: Manage and coordinate a complex calendar of appointments, meetings, and events for the Executive Director, Deputy Executive Director/COO, and other key staff, ensuring effective time management. Arrange detailed local and international travel plans and itineraries, including booking accommodations, transportation, and meeting logistics.
  • Meeting Preparation and Support: Prepare and compile agenda packets for all GBIC Board meetings, ensuring all supporting documents are accurate, complete, and distributed in a timely manner.
  • Draft, finalize, and maintain official Board meeting minutes, including preparation of minutes from the most recent meeting.
  • Facilitate the flow of the Board meeting by presenting each agenda item and guiding the meeting proceedings, in collaboration with the Executive Director and Board Chair.
  • Coordinate all logistics for Board meetings, including venue setup, technical needs, and attendance tracking.
  • Maintain regular communication with Board members to confirm attendance and ensure quorum is met. This includes polling Board members when necessary and following up on Board-related action items or other official correspondence.
  • Office Supplies and Inventory Management: Oversee purchasing and ordering of office supplies as needed. Maintain an organized inventory of all office supplies to support daily operations.

Office Maintenance Support:

  • Responsible for restocking all refrigerators in the office.
  • Ensure that all conference rooms and the front office area are reset and presentable after each use to maintain a clean and professional environment.

Event Coordination

  • Event Planning and Execution: Assist the Community Outreach Coordinator in coordinating events, including setup, scheduling, and volunteer management, ensuring all details are planned and executed smoothly.

Additional Responsibilities

  • Special Projects and Other Duties: Support the Executive Director/CEO and Deputy Executive Director/COO with other tasks as assigned, demonstrating flexibility, initiative, and a team-oriented attitude.
  • This description outlines key responsibilities; however, it is not intended to be an exhaustive list. Additional duties may be assigned to meet the evolving needs of the organization.

Qualifications

  • High school diploma or equivalent required; an associate degree or higher in business administration or a related field is preferred.
  • Minimum of 5 years of experience in an administrative or office management role, preferably within a nonprofit or government organization.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and ability to learn new software applications quickly.
  • Knowledge of basic accounting, budgeting principles, and practices.
  • Strong organizational and multitasking skills with a keen attention to detail.
  • Ability to maintain discretion and confidentiality in handling sensitive information.
  • Excellent interpersonal skills and ability to work effectively in a team environment.
  • Familiarity with local and state economic development programs and RFP processes is a plus.
  • Bilingual (English/Spanish) encouraged but not required.
  • Physical Demands
  • Must be able to sit, stand, and walk for extended periods.
  • Must be able to occasionally lift office supplies up to 20 pounds.

Work Environment

  • Professional office environment with standard business hours.
  • Some evening or weekend work and occasional travel may be required.
  • Must be able to perform effectively in a fast-pace, high-pressure environment while managing multiple priorities.
  • Must be able to work independently with minimal supervision, while also being a collaborative and reliable team member.
  • Must demonstrate the ability to maintain a positive, respectful, and cooperative attitude when interacting with colleagues, board members, stakeholders, and the public.

To apply, please send your resume and cover letter to jbriones@greaterbrownsville.com