Administrative Assistant

3 weeks ago

Glen Allen, United States BankTalent HQ Full time

The Administrative Assistant will provide high level administrative support to the Executive Director of the Virginia Mortgage Bankers Association (VMBA) and the Vice President of Education & Training assisting each of them in achieving the goals of the respective departments.

Duties and Responsibilities

Virginia Mortgage Bankers Association Support

  • Maintain member information in the VMBA membership database (Wild Apricot), process new membership applications and collaborate with the VMBA Executive Director and VBA Database Manager to ensure that member dues are billed and processed in a timely manner.
  • Assist with the planning, organizing, promoting, and execution of VMBA annual events.
  • Support the chapters of VMBA by creating events in the database, tracking registrations and providing reports as needed and maintaining individual chapter websites.
  • Coordinate logistics for both virtual and in-person meetings to include, but not limited to:
    • Sending meeting requests and tracking RSVPs
    • Managing compilation and distribution of VMBA board meeting materials
    • Ordering food and beverage, as needed

  • Ensure deposits are processed in a timely manner for both the VMBA and VAMPAC.
  • Track and report donations to the VAMPAC as well as contributions to political candidates.
  • Manage communications to VMBA membership via Wild Apricot.
  • Maintain the VMBA website.
  • Assist and support the Executive Director in the development of new initiatives to increase member engagement.
  • Provide additional administrative support as needed.

VBA Education & Training Support

  • Monitor and order general supplies for all seminars, schools and conferences.
  • Coordinate with the program lead to maintain a supply of drinks and snacks for on-site trainings.
  • Process ABA Training Enrollment.
  • Create, maintain and update the annual mass mailing calendar, ensuring that appropriate employees are included on each scheduled email.
  • In partnership with the program lead, ensure the VBA Training Room and other VBA spaces are set up for all in-house trainings.
  • Maintain the website calendar and promote 3rd Party Virtual Training options to members through a weekly marketing campaign.
  • Provide administrative support to the Virginia Bankers School of Bank Management to include, but not limited to processing home study assignments, collecting faculty expenses and processing reimbursements and mass mailings.
  • In partnership with the program lead, process and submit speaker fees/honoraria and all speaker and faculty reimbursements.
  • Serve as the primary back-up to the VBA's event registrar or main registrar, when needed, by registering and/or canceling attendee registrations, sending confirmations and invoices to attendees and processing credit card payments.
  • Provide additional administrative support as needed

General Administrative Support

  • Provide support to the EVP, Government & Member Relations and the VBA's General Counsel.
  • Perform other special projects as needed.

Required Skills/Abilities

Demonstrated ability to:

  • Develop strong, collaborative, and professional relationships with excellent interpersonal, listening and communication skills.
  • Meet multiple deadlines by maintaining a high level of organization, accuracy, time management and the ability to identify priorities.
  • Strong attention to detail and superior organization skills.
  • Independent critical thinking and problem-solving skills.
  • Manage multiple projects within a team dynamic.
  • Enjoy working in a fast-paced, high volume, quality, and results-oriented environment.
  • Communicate effectively and succinctly, both orally and in writing.
  • Use and troubleshooting of technology with proven experience in use of Windows based software including Microsoft Office.
  • Database management preferred.

Education and Experience

  • 3 years or more of experience providing high level administrative support preferred.
  • Experience with event planning is preferred.

Schedule and Availability Requirements

  • Work schedule Monday-Friday, 8:30am-4:30pm. Must be willing to travel and have a flexible schedule on an as needed basis.

In-office Requirement

Five days per week in the office. Telework may be available occasionally at the discretion of the manager.

Physical Requirements

  • Prolonged periods sitting at a desk and working on a computer.
  • Prolonged periods standing at events when acting as a backup.
  • Able to lift up to 20 pounds at a time.
  • Able to complete room set-up to include moving tables, chairs and setting AV.

Licenses

Virginia Driver's license

Job Type: Full-time, Non-Exempt

Benefits:

401(k)

401(k) matching

Dental insurance

Employee assistance program

Flexible spending account

Health insurance

Health savings account

Life insurance

Paid time off

Parental leave

Retirement plan

Vision insurance

Schedule:Monday to Friday

Work Location: Glen Allen, VA 23060

The company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

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