Job Type: Contract to Hire
The Administrative Assistant provides broad administrative support to the Chief Officers and to Directors when so designated by a Chief Officer. Prepares and distributes professional business correspondence including meeting agendas, memos, letters, emails, bios, reports and meeting notes; arranges conference calls and remote file sharing; schedules and coordinates meetings with internal and external clients; attends meetings as needed to take minutes; arranges travel; monitors and logs visitors; assists with needs for various committees and other general administrative duties as assigned.
Responsibilities: General Administrative Support • Provides administrative support to the Chief Officers and others as assigned to include preparing and distributing professional business correspondence (memos, letters, bios, emails and reports); calendar management; scanning documents; conducting searches using Aptify and the Internet; creating purchase orders; tracking, formatting and aggregating data from multiple sources; and coordinating projects. Maintains electronic and hard copy files and documents as well as supply inventory for the Executive department. Maintains confidentiality regarding sensitive information. Utilizes ticketing software to manage help requests. Meeting Support • Schedules and coordinates meetings, conference calls and video conferences with internal and external clients and supporters. Prepares and distributes meeting agendas and presentation materials using standard ONS format; attends meetings as needed to take and prepare notes and minutes; tracks follow-up action items; arranges catering as needed; and coordinates meeting needs with National Conferences and Meetings team on an as needed basis. Also coordinates meetings and logistics for volunteer committees such as the Leadership Development Committee (LDC). Travel • Coordinates travel needs for Chief Officers including meeting registration, flight reservations and hotel accommodations. Prepares and submits travel reimbursement forms and purchase orders.
Visitor Management and Reception • Ensures security of main entrance by working assigned shifts at reception desk or remote reception desk during normal business hours, to include welcoming visitors, logging visits, issuing visitor passes and contacting staff when visitors arrive. Provides customer services as the first point of contact at the building and ensures safety and security protocol are followed. Assigned shifts at entrance or remote desk may exceed 15% but time spent at entrance or remote desk can be spent completing other assigned duties as well.
Requirements • Associate’s degree preferred; two years minimum related experience and/or training; or equivalent combination of education and experience. Experience working with or delivering projects for executives or faculty a plus.