Part Time Role
Summary: Provides administrative services and assistance to the LUSO-American Education Foundation, the Foundation Board of Directors and Committees.
Primary Duties and Responsibilities:
- The Administrative Assistant is responsible for implementing the policies and decisions
adopted by the Foundation’s Board of Directors and executive committee. - Transcribes the Board of Director, executive and event committee meetings from
recordings to create meeting minutes; prepare agendas and reports as required.
Distributes Board and committee meeting packets. - Assist with the organization of all LAEF events and work with committee chairs to
purchase materials, reserve venues, create invitations, promote events, etc. Perform
work preparation, coordination and contact volunteer involvement in programs related
to the following events of the Foundation:
a) Annual Conference on Education: Prepare presentation, arrange and
communicate meeting details.
b) Annual celebration of “Dia de Portugal”: Act as liaison with the committee,
including supporting the functions of the general committee’s Secretary.
Administrative functions include but not limited to advertising and solicitation
for awards.
c) Scholarship/Grants program: Maintain, track and oversight of administrative
functions associated with scholarships and grant applications administered by
LAEF including releasing information to all prospective applicants, assembling
files with all necessary information, communication to applicants while acting as
a liaison with scholarship committees.
d) Annual Youth Camp Conference: Administrative functions including but not
limited to, advertising and preparing camp activities.
e) Annual Pelicas & Rosario Memorial Golf Classic: Administrative functions
including compliance of the contract with golf course/banquet facilities, mailing
advertising and letters to participants, supporting the LAEF golf committee,
assisting in the preparation/solicitation of sponsor ads. - Track fundraising efforts to include but not limited to: donations, event payments, and
sponsorships. Assist the fundraising events to generate revenue and awareness and
maintain relationships with donors and sponsors. Ensure donations are credited to
appropriate account(s). Send out thank you letters to donors and acknowledgment
letters to family of deceased members. - Collaborate with the marketing department to develop and communicate strategies to
raise awareness for events/programs, scholarships, and the organization. - Maintain the database with current address, phone numbers and dues paid to date for
members. Responsible for mailing annual invoices for membership dues. - Performs other tasks that may be assigned for the efficient operation of the Foundation
and Society.
QUALIFICATIONS - Minimum of high school diploma or equivalent; preferred associate degree or equivalent
from a two-year college or technical school; or combination or education and
experience. - Strong written, verbal, and interpersonal communications skills include the ability to
listen attentively and to communicate information clearly and effectively. - Take pride in quality of work and attention to detail.
- Professional in-person and phone presence and etiquette, preferably bilingual-English
and Portuguese. - Capacity to work with little to no supervision using effective time management and
organizational skills. - Completes tasks and projects within deadlines.
- Ability to handle multiple priorities simultaneously in a fast-paced environment.
- Computer skills including knowledge of database management software including Excel,
Microsoft Word, PowerPoint, MS Publisher, Adobe Acrobat, and use of Outlook E-mail at
a highly efficient level. - Cooperate with co-workers to maintain a respectful environment and appropriate
interaction with others in the workplace. - Responsible for time sensitive material.
COMPETENCIES: - Problem Solving – Identifies and resolves problems in a timely manner; gather and
analyzes information skillfully; develops alternative solutions; works well in high
pressure situations. Group problem solving. - Teamwork – Exhibits objectivity and openness to others’ views; gives and welcomes
feedback, positive or negative. Contributes to building a positive team spirit/morale;
places the success of team above own interests. Possesses’ the ability to build morale
and group commitments toward the goals and objectives of the organization.
Reviewed and Revised August 2025 - Interpersonal Skills – Focuses on solving conflict, not blaming; maintains confidentiality;
listens to others without interrupting; keeps emotions under control; Remains open to
others’ ideas and tries new things. - Teamwork – Balances team and individual responsibilities; exhibits objectivity and
openness to others’ views; gives and welcomes feedback; contributes to building a
positive team spirit; puts success of team above own interests; able to build morale and
group commitments to goals and objectives; supports everyone’s efforts to succeed. - Interpersonal skills/oral communication – Good communication and interpersonal skills
are required; most of the work involves dealing with people. Speaks clearly and
persuasively in positive or negative situations; listens and gets clarification; responds
well to questions; demonstrates and possesses group presentation skills; leads and
participates in meetings. - Organizational Support – Adheres to policies and procedures; completes administrative
tasks correctly and in a timely manner; supports Board of Directors, organizational goals,
and values; supports affirmative action and respects diversity. - Detail Oriented – Precise attention to detail, flexible and creative.
- Analytical Skills – Ability to solve problems, verify accuracy of records and resources;
thorough understanding of the organization/company’s business.
WORKING CONDITIONS: - Work schedule: Agreed to hours Monday – Friday, between 8:30-5:30; Varies day-to-day,
pending assignments, some weekends and evenings may be required. - Normal for an office-based environment including but not limited to prolonged periods
sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at a time. - Duties of position may require occasional periods out of the office environment.
- Position requires occasional travel.
