Administrative Assistant Temporary

Education

High school diploma or GED equivalent; some college coursework a plus. Required

Work Experience

Minimum of 24 years of relevant experience. Required

Prior office experience. Required

Proficiency in Google Workspace (Docs Sheets Slides). Required

Proficiency in Smartsheet. Preferred

Prior project-coordination event or association-operations experience. Plus

Skills & Requirements

Positive customer-focused attitude in dealing with a variety of volunteers and members.

Excellent English-language skills both written and oral.

Strong organizational and time-management skills with the ability to balance demands and meet schedules.

Ability to handle multiple projects simultaneously and to track and report the status of each.

Ability to work under pressure in a fast-paced environment.

Helpful attitude with the ability to anticipate and address administrative issues.

Cooperative approach to working with other staff to address member issues.

High-quality standards including a high degree of accuracy in communications and record keeping.

Proficiency with Google Workspace (Docs Sheets Drive Gmail and Calendar) and Microsoft Office (Word and Excel).

Professional demeanor with the ability to handle confidential material.

Sensitivity to diverse cultures and customs.

Project-management mindset with the ability to plan prioritize and drive multiple concurrent workstreams through to completion.

Persistent follow-through includes tracking open items and chasing outstanding tasks until they close.

The Administrative Assistant provides comprehensive administrative project-coordination and operational support to ensure the efficient day-to-day functioning of the office. Working closely with staff volunteers members vendors and external stakeholders the incumbent manages correspondence records schedules and logistics; coordinates meetings and events; tracks projects and budgets across multiple concurrent workstreams; and maintains accurate data and reporting. The role requires a high degree of organization discretion and follow-through and consistently presents a positive and professional image of the organization.

Key Responsibilities

Administrative & Office Support

Provides administrative support to ensure efficient office operations.
Supports colleagues across the organization as needed and adapts to changing priorities.
Ensures that deadlines are met and that competing demands are balanced effectively.
Presents a positive and professional image for the organization at all times.

Communications & Correspondence
Answers customer mailbox inquiries promptly and professionally.
Responds to emails and other digital queries and correspondence.
Drafts and edits letters reports and other documents.

Records Documents & Data Management
Maintains digital filing systems and shared file structures records and reusable process documentation to support continuity and smooth handoffs.
Inputs and updates information in databases and spreadsheets with a high degree of accuracy.
Uses Google Workspace and Microsoft Office to create edit and share documents spreadsheets and presentations efficiently.
Conducts research as requested and compiles and summarizes information for reports or presentations.
Compiles and maintains multi-year data and key performance indicators (KPIs) to inform planning and reporting.

Meeting & Event Coordination
Schedules meetings prepares meeting agendas and takes meeting minutes.
Coordinates logistics for meetings including room setup and catering.
Supports event and meeting operations including registration attendee questions materials and on-site logistics.
Coordinates vendors venues and logistics; gathers and compares quotes; and serves as a central point of contact.

Project & Budget Coordination
Builds and maintains master schedules and timelines tracks deadlines across multiple concurrent workstreams and follows up to keep projects on track.
Tracks budgets against actuals flags variances and prepares clear summaries to support committee decision-making.

Confidentiality & Compliance
Handles sensitive information with discretion to maintain confidentiality and security and to ensure compliance with privacy policies and regulations.