Administrative Assistant

Location
Tysons Corner, Virginia
Salary
High $30s to mid $40s
Posted
Oct 05, 2018
Closes
Nov 09, 2018
Function
Administrative
Industry
Associations
Hours
Full Time

Administrative Assistant is responsible for handling all correspondence, maintaining Association databases, financial record keeping, coordination of meeting and conferences, obtaining supplies and maintaining appointments. This position also handles travel needs for Association staff and meeting speakers as needed. This individual must be able to maintain confidentiality of work assignments.

Essential Responsibilities:

  • Perform light bookkeeping: maintain daily revenue and expense reports, coordinate budget and financial statements with our accountant, coordinate dues invoicing and follow up on any discrepancies
  • Coordinate and set up conference calls and Committee meetings, assist in the preparation and dissemination of meeting materials
  • Provide registration support for meetings using a web-based system, make/field calls about registrations, send out email reminders, follow up and prepare materials
  • Assist with promotion and registration for the exhibit hall and work with our vendor
  • Handle incoming telephone calls and, where possible, deal with questions/issues as they arise
  • Provide administrative support for AOPO councils, committees, and workgroups
  • Maintain and update membership database and lists
  • Assist with member communication, payment of fees and expenses of AOPO surveyors and maintenance of documentation on the portal
  • Assist in maintaining timeliness of website materials and act as a liaison to phone and internet provider
  • Provide general administrative support maintaining organized filing systems, answering phones, drafting correspondence, and other duties as assigned

    QUALIFICATIONS:

    Light bookkeeping experience is preferred.  Previous experience with RegOnline or other on-line community software is an asset.  Associate’s or Bachelor’s degree is a plus.

  • COMPENTENCIES, KNOWLEDGE & REQUIREMENTS:

    The Administrative Assistant should demonstrate competence in all of the following:

  • Proficient in Microsoft Office Suite; must be able to type a minimum of 50 words per minute
  • Excellent organizational skills; carry out all assignments in a timely fashion, showing initiative in follow-up on problems, monitor progress towards goals and track details, data, information and activities
  • Ability to multi-task and discern work priorities
  • Ability to access, use and efficiently navigate the Internet and demonstrated capability of learning other database software and registration programs such as RegOnline
  • Light bookkeeping and maintenance of daily revenue and expense reports
  • Demonstrate correct English usage, grammar, spelling, punctuation and arithmetic
  • Must demonstrate correct business letter and report writing techniques along with good proofreading skills
  • Ability to operate and maintain modern office equipment including but not limited to telephone and voice mail system, computers, printers, fax machine, lamination and copy machines
  • Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization
  • Behave Ethically: Understand ethical behavior and business practices and ensure that own behavior is consistence with these standards and aligns with the values of the organization
  • WORK ENVIRONMENT:

    This is a full-time position. Days and hours of work are Monday through Friday 8:30 AM to 5:00 PM. Occasional evening and weekend work may be required as job duties demand.

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