WHAT IS AN ADMINISTRATIVE ASSISTANT?
Updated: Jun 18, 2025 - The Administrative Assistant will undertake critical tasks that elevate the quality and impact of our program's mission. This role involves managing logistical and communication needs for high-profile events and meetings, both internally and externally. Key duties include organizing travel, preparing and distributing materials, handling final event details, and compiling wrap-up notes to ensure everything runs smoothly before, during, and after our engagements.
Need-to-Know Overview of an Administrative Assistant
1. Administrative Assistant Roles and Responsibilities
- Program billing, ranging from expense reports to Request for Payments (RFPs) generated from the program events and administrative expenses
- Reimbursement & honoraria payment processes
- Correspondence including drafting and circulating letters, meeting notes, tracking the status of external requests
- Providing logistical support for meetings and conferences as needed
- Management of VP/ED/MDs travel schedule and daily meeting/appointment calendar
- Maintaining and updating contacts and lists
- Supporting with the upkeep of Constituent Management Systems and database management
- Review and process expenses in the Concur expense management system.
- Arrange for and co-manage (with other program staff) all logistical elements of program events & meetings, including but not limited to:
- Surveying hotel options, meeting venues, and catering companies and negotiating pricing for rooms, conference space and services
- Setting timelines and event orders to ensure a smooth run of show
- Draft invitation letters
- Track invitations
- Communication to external partners event goals and logistics with a high level of professionalism and clarity
2. Administrative Assistant Skills, Experience, and Qualifications
- B.A. with a minimum of 3 + years relevant work experience
- Excellent computer skills and mastery of Microsoft Office Suite
- Experience with web editing and database management, SalesForce a plus
- Excellent interpersonal and time management skills
- Self-starter with a demonstrated ability to work independently and as part of a team to produce successful results
- Comfort with working under pressure and tight deadlines in a fast-paced environment
- Commitment to the AILAS mission to provide a nonpartisan forum for conversation, learning, and idea generation on critical issues impacting Latinos and the nation and belief in the power of convenings and idea generation to catalyze change.
- Commitment to the Stevens Initiative mission of fostering cross cultural dialogue using virtual exchange.
- Strong professional communication, written and oral
- Knowledge of financial management a plus. (Budgeting processes, expense reports, invoice processing and reconciling, etc.)
- Superior organizational skills and ability to multi-task and balance competing timelines
- Comfort with ambiguity and ability to respond adeptly to rapidly changing priorities
- An unwavering commitment to producing high-quality work product
- Attention to detail
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Professionals in this field usually manage projects or tasks, collaborate with teams, analyze information, and solve problems related to business or organizational objectives. Daily responsibilities may vary depending on experience level, specialization, and the organization where the role is performed.
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Most careers require a combination of technical skills related to the profession and professional skills such as communication, teamwork, problem solving, and analytical thinking. These abilities help professionals perform effectively in different work environments and across various organizational roles.
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Many professionals begin in entry-level roles where they gain foundational knowledge and practical experience. Over time, they may progress to mid-level or senior positions that involve greater responsibility, specialization, or leadership within their organization or industry.
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Starting a career in this field typically involves building relevant knowledge, gaining practical experience, and developing the key skills associated with the profession. Preparing strong application materials, such as a targeted resume and cover letter, can also help candidates pursue entry-level opportunities successfully.
Editorial Process
Lamwork content is developed through structured review of publicly available job postings and documented hiring trends.
Editorial operations are managed by Thanh Huyen, Managing Editor, with research direction and final oversight by Lam Nguyen, Founder & Editorial Lead. Content is periodically reviewed to reflect observable labor market changes.