Administrative Assistant

American Cheese Society
Published
November 1, 2017
Location
Job Type
Category
Posting Duration
60 days

Description

The Administrative Assistant is the administrative lead for the American Cheese Society (ACS) and is responsible for the coordination of ACS’s daily office tasks, operations, and equipment; data entry and maintenance; and assisting the association’s three directors (Executive Director, Programs & Operations Director, and Marketing & Communications Director.)

The ideal candidate is an enthusiastic team player who has excellent multi-tasking and organizational skills, great attention to detail, enjoys a forward-facing customer service role, and is flexible, honest, and communicates effectively verbally and in writing.

Status: Full-Time, (Exempt)

Reports to: Programs & Operations Director

Work Hours:

  • Normal business hours: Monday through Friday, 9:00am to 5:00pm.
  • Extended hours for program and event dates throughout year, including 11 days of travel annually to Annual Conference (late July/early August).
  • Some weekend/evening hours as needed. Compensatory time provided.
  • Flex Friday schedule October – March (work-from-home plus bonus days off)

Job Duties & Responsibilities

Office Administration:

  • Is the first to answer incoming calls and does so cheerfully and professionally in accordance with appropriate business etiquette.
  • Direct calls to appropriate staff as the friendly and confident voice of ACS.
  • Collect and disseminate mail daily and process all outgoing mail.
  • Manage inventory and maintain appropriate levels of all office supply needs, i.e., stationery, toner, kitchen supplies, postage.
  • Keep kitchen and office clean and organized.
  • Distribute weekly staff meeting agenda, take minutes, post minutes to server ensuring action items are sent to appropriate staff and/or added to office project management system.
  • Assist association’s three Directors with general administrative functions including, but not limited to, photocopying/scanning/sending faxes; preparing mailings; scheduling meetings; coordinating conference calls, and general correspondence; fielding/responding to phone and email inquiries; and other general support.
  • Provide advice and recommendations to streamline office efficiency and productivity.
  • Assist with large office-wide projects including but not limited to mass-mailings and compiling conference materials for attendees.
  • Edit materials accurately and in accordance with office protocols (Chicago Manual of Style).
  • Maintain organized, up-to-date filing system for all office accounting and general files.
  • Establish annual budget for office supplies.
  • Maintain contracts, payment schedules, and vendor relationships for office equipment and services.

Board and Committee Administration:

  • Assist Executive Director in the scheduling of Board of Director conference calls, email communications, reports, PowerPoint presentations, handbooks, and meeting materials (digital and print).
  • Maintain up-to-date details of Board travel and dietary preferences, special needs, etc.
  • Provide general planning support for Board and committee meetings including compiling and organizing meeting materials/packets, taking and disseminating meeting minutes, and distributing Board and committee meeting agendas and reminders as assigned
  • Assist Programs & Operations Director with all aspects of the Judging & Competition Committee including:
    • schedule calls, handle email communications, take meeting minutes, enter data, and follow up on action items
    • organize judge contracts, travel logistics, honoraria, and contact information including compiling bios, and editing/verifying all details
    • verify eligibility of all entries, verifying payment, and reporting
    • set up and organize onsite data entry and admin area
    • serve as lead on-site data entry specialist during Competition
  • Provide administrative support to the American Cheese Education Foundation as needed.

Data Entry and Maintenance

  • Perform data entry adhering to established procedures.
  • Ensure accuracy of data between multiple databases and platforms.
  • Create and produce necessary tables, queries, forms, spreadsheets, and reports.

Marketing, Public Relations, & Sponsorship:

  • Monitor and make sure information on ACS website(s) is current, updating as needed.
  • Assist Marketing & Communications Director with:
    • production schedule to ensure the printing of promotional materials, merchandise, collateral, signage, etc. is accurate, on time, and on budget
    • updating RFPs, researching service providers, and securing quotes as requested
    • media queries and outreach as well as tracking of media placements and industry coverage
    • sponsorship sales, contracts, and tracking
    • maintaining sponsorship records, compiling graphics and materials, coordinating shipping details, and ensuring all sponsor benefits are provided per contracts
    • marketing material creation as needed (including concept, copy, design)
  • Populate mobile app with information, graphics, scheduled push notifications, etc. and ensure accuracy of all information.

Skills & Experience

Requirements/Qualifications

  • Some relevant administrative experience; 2-3 years preferred
  • 4-year college degree
  • Required Computer Skills: All Microsoft Office programs with advanced expertise in Excel
  • Additional Experience a plus: association management/customer relationship software, Adobe Creative Suite (Illustrator, PhotoShop), Asana, GoogleDocs, Intuit online inventory management software, QuickBooks, social media platforms (Facebook, Instagram, SnapChat, Twitter, etc.), WordPress
  • Excellent, professional communication skills on telephone, in person, and via email
  • Ability to multi-task and comfortably move between projects
  • Strong, persuasive writer with ability to achieve appropriate voice for varying audiences
  • Always seeking to improve and enhance processes, procedures, and customer service
  • Ideal traits include: positive attitude, hard-working, meticulous with details, willing to help out whenever and wherever needed, emotionally intelligent, sense of humor, people intuitive, good listener, accomplished writer, team player, diplomatic, professional, responsible, honest, and committed
  • Willing to do what it takes to ensure successful outcomes for all association activities
  • Never says “That’s not my job.”

Compensation & Benefits

Salary commensurate with experience. Extensive benefits package.

How to Apply

Please submit the following via email to [email protected] and include the subject line “Administrative Assistant”:

  • Resume
  • Cover Letter
  • Three professional or academic references

No phone calls please. Due to the volume of applicants, only candidates of interest will be contacted.