WHAT IS AN ADMINISTRATIVE ASSISTANT ?
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