行政执行助理

基本职责和责任

• 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

资格

• 很强的组织能力和优先排序能力
• 能够在最少监督下独立工作和协作，并能在复杂情况下解决问题
• 能够保持积极和专业的风度，并表现出可信、正直和保密性
• Excellent verbal and written communication skills. 
• 出色的人际交往和客户服务技能
• Proficient in Microsoft Office Suite or related software with the ability to learn new or updated software
• 出色的组织能力和对细节的关注
• 基本了解文书程序和系统，如记录保存和归档
• 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

工作条件

• 专业的办公环境
• 日常使用标准办公设备 
• 标准工作日程（周一至周五，上午 9:00 至下午 5:30）
• 必须能够根据需要在晚上、节假日和周末工作
• 活动期间可能需要留宿
• 拥挤情况（活动场所内部或外部）
• 直接（面对面）接触客户和供应商
• 可能需要在室外工作，几乎没有树荫，气温较高

物理要求

• 该职位要求具备近距离视觉敏锐度，以便开展准备和分析数据和数字、誊写、查看计算机终端和广泛阅读等活动。
• 偶尔在无人协助的情况下举起或移动重达 25 磅的物品，必要时弯腰或站立。
• 经常久坐、久走和久站
• 长时间站立（8-10 分钟以上）
• 长距离步行（每天多达数英里）
• 执行重复性任务，很少有休息时间

薪资范围

$23.00 – $25.00 per hour