Administrative Executive Assistant

Essential Duties and Responsibilities

• Welcome and direct visitors and clients for President and Executive Director.
• Answer and screen telephone calls as needed in a professional and timely manner; take accurate messages with a high degree of professionalism and courtesy; arrange conference calls
• Review and respond to daily internal/external mail, email, and overnight packages; send and receive faxes as directed 
• Scan and upload documents to organization drive
• Proactively establish and maintain a highly organized filing system both physical and digitally; file correspondence and other records in a timely manner
• Assist with the initial review of complex bids, proposals, and contracts
• Assist with updating and maintaining insurance contracts, Certificate of Insurance, and Port permits yearly
• Assist the President and Executive Director to coordinate, calendar, and schedule appointments, ensuring all parties are informed of and kept abreast of schedule awareness
• Respond to and resolve inquiries from administrators
• Demonstrate a high level of professionalism in dealing with confidential and sensitive issues
• Perform clerical and administrative tasks including drafting letters, memos, invoices, emails, reports, and other documents to present to Board and senior staff; prepare written summaries of data when needed
• Attend meetings and other functions as needed. Schedule and attend meetings on behalf of executives as requested, taking notes and recording minutes
• Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff as directed 
• Perform additional duties as assigned by President or Executive Director

On-Site Duties:

• Maintain office supplies and coordinates maintenance of office equipment as needed by the President and Executive onsite conventions
• Coordinate packing of Admin files and materials for move on-site
• Set up on-site Admin office and coordinate breakdown/repacking on the last day of each show
• Assist with managing  on-site Admin office
• Assist with on-site operational functions as directed by President and Executive Director 
• Perform additional duties as assigned by President or Executive Director

Qualifications

• Strong organizational and prioritization skills
• Ability to work independently and collaboratively with minimal supervision, and ability to problem-solve in complex situations
• Ability to maintain a positive and professional demeanor as well as demonstrate credibility, integrity, and confidentiality
• Excellent verbal and written communication skills. 
• Excellent interpersonal and customer service skills
• Proficient in Microsoft Office Suite or related software with the ability to learn new or updated software
• Excellent organizational skills and attention to detail
• Basic understanding of clerical procedures and systems such as recordkeeping and filing
• Three to five years of experience in an administrative role.
• High school diploma required; Bachelor’s degree in Business Administration or related field preferred
• At least four years of related experience required
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a fast-paced and at times stressful environment and follow directions, policies, and procedures
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems

Working conditions

• Professional office environment
• Routinely uses standard office equipment 
• Standard work schedule (Monday-Friday from 9am to 5:30pm)
• Must be available to work evenings, holidays, and weekends as needed
• Overnight stay may be required during events
• Crowded conditions (both inside or outside event spaces)
• Direct (face-to face) customer and vendor contact
• May be required to work outside with little or no shade and warm temperatures

Physical requirements

• This position requires close visual acuity to perform an activity such as preparing and analyzing data and figures, transcribing; viewing a computer terminal; and extensive reading
• Occasionally lift or move up to 25 pounds unassisted and bend or stand as necessary.
• Frequent sitting, walking, and standing for long periods
• Stand for extended periods of time (8-10+)
• Walk extensive distances (up to several miles daily)
• Perform repetitive tasks with few breaks

Salary Range

$23.00 – $25.00 per hour