Administrative Assistant

Annapolis, Maryland
Jul 07, 2017
Aug 11, 2017
Full Time

PPTA seeks an experienced Administrative Assistant to provide administrative support to the Vice President, Source and International Affairs, and support the activities and goals of the PPTA Source team.

Major Responsibilities:

  • Provide administrative support for the Vice President, PPTA Source and International Affairs
  • Coordinate activities, including meeting and travel arrangements, expense reporting, and related activities
  • Act as Liaison and contact point between offices of the PPTA Source and Source board members, committee members, and other Association staff functions and stakeholders
  • Event management of annual membership meeting (Business Forum)

Duties and Tasks:

  • Provide administrative support, including correspondence, task/project tracking, filing, travel arrangements and calendars, expense reports for supervisor
  • Serve as communications link to supervisor when he or she is traveling
  • Format, distribute and file correspondence, meeting materials, presentations and other documents according to Association’s Document Management System (DocSys) procedures 
  • Schedule and organize Source board and committee meetings, conference calls, and other meetings as assigned
  • Attend meetings and conference calls as directed; travel to D.C. office on occasion
  • Coordinate off-site meetings as directed: contact hotels, negotiate sleeping and meeting rooms, contract catering needs, audio-visual needs, handle all aspects of the contract, work with team and other association staff as needed
  • Coordinate management of the annual membership meeting (Business Forum), including hotel site selection, registration, marketing, on-site management, handle all aspects of the contract, work with team and other association staff as needed
  • Adhere to Association policies and procedures
  • Work with other administrative staff and handle other special projects as assigned



  • High school diploma or equivalent
  • Some college work preferred
  • Certificate in Secretarial Studies desirable


  • Minimum of five years as administrative assistant with responsibilities that match major tasks and responsibilities below
  • Experience in association or law firm setting preferred
  • Meeting planning experience

Skills & Abilities:

  • Team player
  • High-initiative, organized individual with the ability to set goals, manage multiple tasks and meet deadlines
  • Quality- and detail-oriented
  • Excellent listening, verbal, and written communications skills
  • Ability to work with internal and external senior managers or their assistants and external vendors
  • Ability to communicate effectively with U.S. and International members, staff and officials
  • Proficiency with MS Applications (Word, PowerPoint, Excel, Access); other applications, i.e., email, calendars, Skype
  • Some travel required

Excellent benefits. Submit resume and salary requirements via email to:

Cathy Izzi
PPTA Human Resources

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