About the Office Manager/Executive Assistant Position: The INSA Office Manager/Administrative Assistant is responsible for the day-to-day support of the INSA Leadership Team.
Responsibilities: Maintain the office and executive team calendars Organize small company meetings (e.g., A/V setup and catering) and work with host or catering vendors Develop and implement office policies and procedures Assist the staff in creating briefings and other materials Greet internal and external guests Serve as a conduit to staff regarding building operations, staff parking access, and building access Assist with planning, preparing materials, and successful execution of Board of Directors meetings (four times a year), Advisory Committee (five times a year), and INSF Board of Trustees (three times a year) Assist with onboarding of new staff/interns Maintain INSA's check log Sort and dispatch mail and prepare materials for distribution and mailing Manage hard copy and electronic files and records Ensure a neat and orderly office environment and maintain stock of office supplies Coordinate janitorial and maintenance services Assist with INSA's accounting, financial reporting, and accounts payable functions Assist with updating and/or maintaining database information on INSA members for INSA's listservs Serve as the primary for administrative support for both individual and corporate INSA members Answer telephones, providing notification to appropriate staff and following up on questions when appropriate Support the Vice President of Development and Management in managing outside IT vendors Provide support and backup for other staff as needed, including support for events Support membership and event activities, including on-site support at event venues and engaging with new and prospective members The Office Manager/Administrative Assistant is responsible to the President, Executive Vice President, and Vice President of Development and Management for general and overall guidance and tasking.
Qualifications: Must be an energetic, enthusiastic self-starter who can accept responsibility and carry out tasks with minimal management Excellent interpersonal and organizational skills, with the ability to interact with individuals at varying professional levels Ability to protect and work with sensitive information including but not limited to PII of INSA staff, INSA members, and government officials Ability to work under short deadlines and prioritize work tasks, often de-conflicting Experience in creating and editing written material and thorough working knowledge of supporting computer software, including Microsoft Word, PowerPoint, and Outlook Previous experience managing a small office is a bonus Experience with Salesforce (or other association membership software) or Microsoft Admin is a plus Bachelor's degree and 1-3 years of previous administrative experience Must be a U.S. citizen
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