The Administrative Assistant provides comprehensive administrative, project-coordination, and operational support to ensure the efficient day-to-day functioning of the office. Working closely with staff, volunteers, members, vendors, and external stakeholders, the incumbent manages correspondence, records, schedules, and logistics; coordinates meetings and events; tracks projects and budgets across multiple concurrent workstreams; and maintains accurate data and reporting. The role requires a high degree of organization, discretion, and follow-through, and consistently presents a positive and professional image of the organization.
Key Responsibilities
Administrative & Office Support
– Provides administrative support to ensure efficient office operations.
– Supports colleagues across the organization as needed and adapts to changing priorities.
– Ensures that deadlines are met and that competing demands are balanced effectively.
– Presents a positive and professional image for the organization at all times.
Communications & Correspondence
– Answers customer mailbox inquiries promptly and professionally.
– Responds to emails and other digital queries and correspondence.
– Drafts and edits letters, reports, and other documents.
Records, Documents & Data Management
– Maintains digital filing systems and shared file structures, records, and reusable process documentation to support continuity and smooth handoffs.
– Inputs and updates information in databases and spreadsheets with a high degree of accuracy.
– Uses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently.
– Conducts research as requested and compiles and summarizes information for reports or presentations.
– Compiles and maintains multi-year data and key performance indicators (KPIs) to inform planning and reporting.
Meeting & Event Coordination
– Schedules meetings, prepares meeting agendas, and takes meeting minutes.
– Coordinates logistics for meetings, including room setup and catering.
– Supports event and meeting operations, including registration, attendee questions, materials, and on-site logistics.
– Coordinates vendors, venues, and logistics; gathers and compares quotes; and serves as a central point of contact.
Project & Budget Coordination
– Builds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on track.
– Tracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-making.
Confidentiality & Compliance
– Handles sensitive information with discretion to maintain confidentiality and security and to ensure compliance with privacy policies and regulations.
Education
–High school diploma or GED equivalent; some college coursework a plus.[Required]
Work Experience
–Minimum of 2–4 years of relevant experience.[Required]
–Prior office experience.[Required]
–Proficiency in Google Workspace (Docs, Sheets, Slides).[Required]
–Proficiency in Smartsheet.[Preferred]
–Prior project-coordination, event, or association-operations experience.[Plus]
Skills & Requirements
–Positive, customer-focused attitude in dealing with a variety of volunteers and members.
–Excellent English-language skills, both written and oral.
–Strong organizational and time-management skills, with the ability to balance demands and meet schedules.
–Ability to handle multiple projects simultaneously and to track and report the status of each.
–Ability to work under pressure in a fast-paced environment.
–Helpful attitude, with the ability to anticipate and address administrative issues.
–Cooperative approach to working with other staff to address member issues.
–High-quality standards, including a high degree of accuracy in communications and record keeping.
–Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, and Calendar) and Microsoft Office (Word and Excel).
–Professional demeanor, with the ability to handle confidential material.
–Sensitivity to diverse cultures and customs.
–Project-management mindset, with the ability to plan, prioritize, and drive multiple concurrent workstreams through to completion.
–Persistent follow-through includes tracking open items and chasing outstanding tasks until they close.
