Job Description
The Administrative Assistant provides essential support to the Executive Director, staff, and members of the Association. This role is responsible for office administration, event support, communications, and database management, ensuring smooth day-to-day operations and a professional experience for members and visitors.
Key Responsibilities
- Answer and route phone calls, greet visitors, and manage office correspondence.
- Manage calendars, schedule appointments, and organize meetings for senior staff as needed.
- Perform clerical duties including typing, filing, copying, and mailings.
- Maintain organized Chapter files and computer databases.
- Manage inventory and order office supplies.
- Perform daily opening and closing tasks for the office.
- Coordinate building maintenance activities (janitorial service, pest control, mechanical repairs).
- Process registrations for meetings, seminars, and the annual convention.
- Assist with convention preparations and logistics.
- Coordinate publication of the annual membership directory.
- Prepare and distribute membership communications and mailings.
- Draft and send email reminders and attendance boosters for events.
- Publish and distribute the weekly bulletin.
- Assist the Executive Director with Board Meetings, agenda preparation, and annual Board elections.
- Provide data, recordkeeping, and administrative support as needed.
- Send accounts payable, payments, and financial documentation to the CPA for processing.
- Provide support for safety training recordkeeping.
- Assist outside trainers with classroom instruction when needed.
- Attend and contribute to staff meetings.
- Perform other duties as assigned.
Qualifications
- Formal education or experience in office administration or information processing systems.
- Experience in event planning and vendor coordination.
- Basic bookkeeping or financial recordkeeping experience preferred.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Strong organizational skills with the ability to manage multiple priorities.
- Professional demeanor with excellent interpersonal and communication skills.
- Ability to work independently with minimal supervision while maintaining accuracy and attention to detail.
- Positive, team-oriented attitude and commitment to maintaining a professional image on behalf of the Association.
- Experience or knowledge of the construction industry is a plus.