Provide high-level administrative duties
Provide administrative support, including high level contact and communication with the internal staff, Association membership, vendors, consultants, key constituents and others as appropriate.
Provide administrative support to assigned committees including scheduling, meeting material preparation, and the taking and transcription of meeting minutes.
Plan meetings, conference calls and events, coordinating schedules and resolving any scheduling conflicts.
Produce letters, memoranda and other correspondence from verbal direction.
Maintain assigned sections of the Association’s website.
Host web training events/meetings.
Produce memos, correspondence and materials
Provide high level of editing and proofing for key CPCA documents.
Compose letters, memoranda and other correspondence from verbal direction.
Proofread and finalize correspondence and communication materials.
Copy, fax, distribute, and file documents.
Assist in the development and coordination of various publications for the membership.
Assist with organizational administrative tasks
Respond to common inquiries and requests from the membership, government agency personnel, legislative staff, and other outside individuals.
Provide back-up support for front desk and other administrative and IT staff.
Provide copying, mailing, faxing and phone support, as needed.
Balance the demands of multiple projects so that no project/task falls behind schedule.
Maintain calendars and schedules
Manage multiple staff calendars including scheduling appointments, meetings, and events as well as updating organizational calendar.
Set up conference calls and web meetings.
Coordinate meetings and events
Coordinate on-site, off-site meetings, and web-based including all logistics including space, audio/visual equipment, meals and hotel accommodations.
Prepare agendas, written documents and notices.
Maintain attendance list.
Take and transcribe meeting minutes.
Develop and maintain filing systems and information management tools
Maintain assigned departments files and documentation materials to ensure accurate record keeping.
Assist in the development and maintenance of information management tools and systems to track information and increase efficiency such as membership database, consultant database, calendars, website, and customer relations management (CRM) software.
Attend and participate in all staff meetings of the Association.
Report regularly to supervisor.
Participate in Association-wide events as requested.
Other duties as assigned.
Skills and Talents Required:
Excellent interpersonal, organizational, and multi-tasking skills.
Proven oral and written communication skills.
Strong PC skills, including experience with word processing, spreadsheets, databases and graphics packages. Microsoft software products preferred, including Word, Excel, Access and PowerPoint.
Demonstrate exceptional customer service principals maintaining a professional and courteous telephone manner at all times.
Efficient time and project management.
Operate standard office equipment.
Support multiple staff.
Treat sensitive matters with confidentiality.
Anticipate and resolve problems on own initiative.
Manage multiple tasks.
Pay close attention to detail.
Organize and evaluate projects.
Maintain helpful attitude and work co-operatively within a team environment.
Education and Experience:
AA or equivalent experience preferred. Five years of advanced level administrative support experience working in a fast paced environment.
How to apply
Interested individuals may submit cover letter, resume and salary requirements to firstname.lastname@example.org or FAX 916-440-8172.