Administrative Office Assistant

JOB OBJECTIVE:

The Administrative Assistant plays a critical cross-functional support role to both the Administration and Outreach Departments. In this role the Administrative Assistant provides her/his skills talents abilities and knowledge to assist in ensuring that these departments are highly successful in accomplishing the established goals and objectives. The Administrative Assistant is highly driven and brings positive aptitude attitude and energy to team.

OUTREACH PRIMARY JOB FUNCTIONS

• Assist with general event planning; lead in the planning and coordination of key events such as the Annual General Meeting for Oceanas Wavemakers Ocean Hero Awards Reef Week etc.
• Ensure field representatives activities are in keeping with their identified goals; identify and relay any challenges to the Outreach Director in a timely manner.
• Manage a calendar of meetings events and presentations organized by Oceana as well as targeted communities to ensure opportunistic flexibility and benefit.
• Conduct outreach activities such as school presentations and information booths in Cayo District once monthly and upon invitation.
• Review field representative worklogs and comment on progress by field representatives; copy to Outreach Program Director.
• Plan weekly virtual meetings for Outreach team and one monthly meeting in Belmopan or most practical location. Act as chair during meetings and take minutes.
• Email an activity report once a week about the status of national events as well as provide a status report of ongoing activities and reminders of upcoming activities/information related to our campaigns to the Oceana in Belize team.
• Assist in compilation of Outreach Activities for the quarterly Newsletter.
• Provide in-person support to the field representatives as requested/necessary.
• Coordinate the requests and transfer of collaterals and/or supplies to ensure successful grassroots presence.
• Manage inventory system and provide monthly reports to the Office Administrator.
• Manage the Wavemaker database and provide monthly reports (as approved by the Outreach Program Director/VP) inclusive of events progress of events and upcoming activities.
• Coordinate all logistics related to the Field Representative Program or as may be requested by the Communications Director

ADMINISTRATIVE PRIMARY JOB FUNCTIONS

• Direct incoming calls and emails ensuring all messages are relayed to staff in a timely manner.
• Assist the Administrative/Executive Assistant with preparation of check request weekly ensuring invoices are collected from vendors and submitted for payments to be processed. In the absence of the Administrative/Executive Assistant prepare check requests to ensure weekly vendor payments.
• Maintain records of all deposits/vendor payments and communicate by e-mail with vendors when deposits are made.
• Assist the Administrative/Executive Assistant with preparation of monthly budget reports by tracking vendor payments and other expenses.
• Provide support in monitoring contract payments to ensure timely payments.
• Assist in the maintenance of the office building including facilitating equipment servicing and inventory/supplies tracking and order requests.
• Oversee office security camera feed and forward any concerns or issues to the Administrative/Executive Assistant.
• Provide technical support to staff for inputting timesheets and expense reports in Nexonia.
• Manage all incoming and outgoing mail to the office and other packages that require postage & delivery.
• Schedule staff meetings and assist with recording minutes action items and summary notes.

Oceana values a diverse workforce and welcomes people different from each other in many ways including characteristics such as race gender sexual orientation religion ethnicity and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool.

Note:Oceana requires all employees to provide proof of vaccination against Covid. Accommodation for new hires who have disabilities that make the vaccine medically inadvisable or those who have a sincere religious belief that the vaccine is impermissible may contact Accommodation will be provided only as required by applicable law.