Trade association is seeking a skilled and professional individual to provide administrative support for the daily operations of the office. More specifically, the Administrative Assistant provides clerical and administrative support to all areas, including facilities, event planning, registration and meeting support. Duties assigned include but are not limited to:
Answer and direct phone calls;
Organize and schedule meetings and appointments;
Maintain spreadsheets, databases and contact lists;
Produce and distribute correspondence memos, letters, and forms;
Assist in the preparation of regularly scheduled reports;
Maintain electronic filing system;
Order office supplies;
Book meetings and make local travel arrangements;
Submit and reconcile expense reports;
Provide general support to visitors;
Provide information by answering questions and requests;
Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques;
Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies;
Contribute to team effort by accomplishing related results as needed;
Carry out administrative duties such as filing, typing, copying, scanning etc.;
Write letters and emails on behalf of other office staff;
Book conference calls, meeting rooms, taxis, couriers, etc.;
Take accurate notes and minutes of meetings;
Reply to email, telephone or in person requests;
Receive, sort and distribute the mail; and
Other duties as required.
Qualified candidates will be able to manage multiple tasks, prioritize and work well under pressure. Candidates should also be detail oriented, focused and with excellent organizational skills. Strong verbal and written communication skills and the ability to interface with all levels of Board, staff and association members are essential. Ability to work flexible hours, including early mornings and evenings, when needed.
This position requires a minimum of an Associate’s degree and two years of general administrative experience. Candidates must be proficient in MS Word, Excel and Outlook.
We are seeking a highly collaborative individual with an appreciation of the benefit of a team approach and a proven record of accomplishments.