We are seeking a highly organized and responsible office assistant to join our association. In this position, the office assistant will perform general administrative support to ensure smooth functioning across all departments of the association. Other duties will include assisting with scheduling meetings, handling company events, preparing documents, and managing front desk operations.
ESSENTIAL JOB FUNCTIONS:
Provide general administrative support across all departments.
Prepare meeting agenda and material for committee meetings.
Manage conference rooms calendar and schedule meetings including conference room set up, clean up and get equipment ready for use.
Monitor and manage inventory of office supplies.
Create, maintain and enter information into member CRM databases.
Provide support for internal and external events and meetings.
Manage the front desk/reception operations, acting as the first point of contact for guests and vendors.
Perform general administrative tasks, including answering and directing phone calls, email correspondence, faxing, filing, drafting meeting minutes, distributing mail and deliveries, and coordinating meeting room calendars.
Serves as primary point of contact for all internal meeting room reservations, internal meeting requests and meeting set-ups (catering, AV, room configuration, equipment rental), including scheduling, reporting, and invoicing.
Manages the master calendar, effectively communicating information for accurate setup and coordination with operations team.
Reconciles all internal billing and invoices to meet departmental deadlines via Bill.com accounting platform.
Coordinate division of workload with other support staff across multiple departments during large company events.
Serve as a liaison for all building facility inquiries.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
This would require the ability to carry mail and various deliveries (packages, boxes); lift chairs for meeting set ups; carry food deliveries to meeting spaces; lift files, open filing cabinets and bend or stand as necessary.
POSITION TYPE AND EXPECTED WORK HOURS
This is a full-time position. Days and hours of work are Monday through Friday, 9:00 a.m. to 5:00 p.m.
Minimal or as needed.
2+ years of relevant experience in an office setting, preferably in an administrative or clerical role.
Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel).
Proven ability to work collaboratively with others as well as independently in a fast-paced environment.
Strong attention to detail.
Ability to operate general office equipment.
Excellent communication and time management skills.
Committed to providing exceptional customer service to staff and visitors.
Strong organizational skills with high level of efficiency and self-management.
About Alliance for Automotive Innovation
Formed in 2020, the Alliance for Automotive Innovation is the singular, authoritative and respected voice of the automotive industry. Focused on creating a safe and transformative path for sustainable industry growth, the Alliance for Automotive Innovation represents the manufacturers producing nearly 99 percent of cars and light trucks sold in the U.S. The newly established organization, a combination of Global Automakers and Alliance of Automobile Manufacturers, will be directly involved in regulatory and policy matters impacting the light-duty vehicle market across the country. Members include motor vehicle manufacturers, original equipment suppliers, technology and other automotive-related companies and trade associations. The Alliance for Automotive Innovation is headquartered in Washington, DC, with offices in Detroit, MI and Sacramento, CA.