Primary Function: Serve as receptionist and secretary for the AAEA. Administrative Assistant reports directly to the Assistant Executive Responsibilities: as Receptionist for the Association:Answer all incoming calls in a friendly courteous and professional manner assisting callers as needed Greet and assist visitors in a professional manner making them feel Certification Programs:Maintain Records of Certification ProgramsoDocument all professional development for the certification programs entering data promptly following events and maintaining accurate recordsAssist members with access to professional development documentationPrepare materials for conferences/ Office Duties:Process all incoming and outgoing mail in a timely manner and tend to postage meter as needed (add postage download updates)Distribute incoming fax documentsOrder catering for meetings when requestedClean kitchen and board rooms after meetings putting away food and emptying trashKeep refrigerator stocked and coffee made for meetingsMaintain inventory of supplies ordering as neededRequest service calls for equipmentRequest service calls for facilities repair and other needed repairsTend to building alarm and fire alarm as neededMaintain calendar for all meetings in AAEA buildingPrepare and mail plaques and other recognition materials as Registration:Assist with the following membership and conference items when needed maintaining accurate data: login and password member registration for conferences sending invoices and providing follow upPost all payments received maintain accurate data and balance the recordsDocument professional development for AAEA conferences entering data promptly following conferences and maintaining accurate recordsAssist members as needed with access to professional development documentationPrepare conference name badgesCopy materials needed for handouts for conferences/meetingsPrepare exhibitor packets for conferences with Duties Including the AAEA Summer Conference:Assist with conference registrationProvide other assistance for summer conference as neededGather information for retiring administrators for recognition at summer conferenceOversee exhibit space and work with exhibitors at all Whos Who:Send emails to districts for updated informationGather and compile information from each school district and applicable education agency with uptodate administrative changesWork with contractor who produces Whos Who throughout production processProof Whos Who for other duties as assigned by the Assistant Executive Director or Executive Director
Administrative Assistant
