Administrative Specialist

4 days ago

Annapolis, Maryland, United States National Investment Center For Seniors Housing & Care Full time
GENERAL SUMMARY

The Administrative Assistant is responsible for the seamless operation of the NIC in-person and digital office, the smooth coordination of NIC's three Conference Program Committees, and timely support for conference program speaker management. This position provides stellar customer service to both internal and external clients.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Office Administration and Coordination
  • Procure office and kitchen supplies within budget parameters.
  • Prepare office in preparation for NIC staff attendance: general tidying, restocking and managing food and beverage, obtaining supplies, conference room set-up for All Staff Meetings.
  • Secure catering for staff meetings: schedule team lunches/dinners, set up and clean up, assist CEO with pop-up requests.
  • Manage NIC main switchboard: answer general questions, assist with event-related questions, route calls as appropriate.
  • Manage NIC Online Shop: package and ship orders, customer interface as necessary, hand-deliver shipping as needed.
  • Manage intake/outtake for all mail and packages, check and distribute office mail at least twice per week
  • Manage weekly all-staff update e-newsletter: write, edit, and distribute via email and Teams 
  • Assist with quarterly HR newsletter: write, edit, and distribute via emails
  • Assist with HR administration: new employee onboarding documents, secure hotel reservations, prepare office space
  • Perform other clerical duties as needed

Conference Program Committees Management

  • Administrative support for three Conference Program committees 
  • Create and maintain committee rosters
  • Make and update committee assignments in Salesforce
  • Send appointment letters on behalf of CEO
  • Request and upload photos, bios, and company logos to Salesforce
  • Request volunteer preference forms
  • Cross-divisional collaboration with Events and Marketing on in-person meetings
  • Spreadsheet management to assist with accurate headcounts, AV needs, hotel assistance
  • Order name tents and prepare flipbooks for all meetings

Conference Program Session and Speaker Support

Administrative support for NIC's three conferences

  • Session Call Planning
  • Creating and updating tracking documents for calls
  • Externally communicating with volunteers and speakers for scheduling needs
  • Session tracking in Salesforce
  • Training and implementation of project management tools to improve efficiency (Asana)

Administrative support for conference registration

  • Quality check Program Committee data to confirm members and emails 
  • Provide appropriate discount codes
  • Collaborate with Marketing team for successful distribution and launch

Other duties may be assigned 

Demonstrate NIC Values including: 

  • Be A Spark
  • Invest in Ourselves
  • Partner with Others
  • Take Pride in Our Work

Requirements

TRAVEL REQUIREMENTS

Less than 30 days per year

COMPETENCIES

  • Excellent verbal and written communication skills
  • Attention to detail
  • Timeliness
  • Outstanding customer service 
REQUIRED QUALIFICATIONS 
  • Experience with Microsoft O365 including Outlook, Word, Excel, and Teams
  • High School Diploma or equivalent
  • 3- 5 years' experience in an office administrative role

PREFERRED QUALIFICATIONS

  • Experience working with HRIS systems, Salesforce, and Cvent

LOCATION

The position is located at the NIC office in Annapolis; MD. Candidate must be in the office at least two to four days per week.

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