Administrative Office Assistant

Description

General Position Summary: 

The Administrative Office Assistant is primarily responsible for guest services and staff services, guided by the CFO and SVP of Operations. Responsibilities include basic facilities management; shared services for AWEA including mail services, guest coordination, and assistance with expense reimbursements; establishing and maintaining filing and storage systems; coordination of planning onsite meetings and food/service orders; and ensuring that AWEA guests and external callers are greeted promptly and pleasantly. This role also provides coordination and bookkeeping support, and may assist in research, report preparation, and committee meeting scheduling as requested.

Essential Functions/Major Responsibilities: 

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions. Other duties may be assigned to meet business needs.

• OFFICE: Proactively ensures office space is kept in good working order and provides a safe, healthy, comfortable environment. Straightens and stocks all shared spaces daily. Coordinates with manager to ensure staff compliance with office space policies and regular mail pick-up. Coordinates with building management on maintenance, conference center reservations, and staff access to building facilities such as gym and bike room. Ensures facilities and staff habits adhere to standards for good hygiene and public health, including, as needed, coordinating staff assignment of days onsite.
• SUPPLIES: Coordinates with administrative resources and Green team to manage inventory and place orders to ensure supplies are available, reduce supply costs, and increase the use of environmentally friendly products. Fosters AWEA-wide use of preferred catering vendors. Identifies ways to streamline processes and help reduce AWEA facilities-related costs.
• MAIL: Coordinates daily distribution of mail from central pickup to production room.  Works with shipping firms to schedule pickups and receive deliveries.  Keeps copiers stocked and in good working order. Seeks opportunities to streamline processes and save on mailing costs. Provides user-friendly guidance to staff re: how to mail packages and coordinates collection of reimbursement for any personal mail charges.
• VISITORS: Manages AWEA’s guest list and ensures building security has an up to date list each day of guests and staff contacts. Coordinates annual security access card audit.  Greets and situates guests upon arrival at AWEA. Provides logistical support for occasional in-house events such as fundraisers or board events, including, but not limited to, room scheduling, room set up, catering/vendor coordination, guest greeting and other logistical support. May provide basic receptionist services for large in-house meetings or events involving outside guests.
• FILING: Maintains and keeps current AWEA shared intranet repository by coordinating a regular schedule of document updates. Periodically refreshes the contract document system to add newly-countersigned contracts.
• DEPARTMENT SUPPORT:
• Assists with select HR functions, specifically to include tracking completion of staff onboarding/offboarding tasks and adding new hire profiles to the shared intranet.
• Assists with select bookkeeping functions. Prepares expense reports for 5-10 employees, ensuring compliance with AWEA policies. Assists with clerical accounts payable duties up to a half-day each week.
• Assists with Compliance functions as needed.
• Serves as the “operator” for AWEA’s main phone line, routing inquiries that do not fall under the scope of membership, events, or press inquiries.  
• As needed, assists manager with scheduling meetings and occasional research or data compilation.to support committee meetings.  

Interpersonal Contacts:  The Administrative Associate will interact frequently with internal staff, AWEA members and outside callers, including government officials and occasionally have contact with board members, committee chairs and prospective committee members.

Education and/or Experience: Associates degree and 2+ years professional work experience required; bachelors degree preferred. Experienced in the use of word processing, spreadsheet, and presentation software (MS Office preferred). Candidate should have demonstrated experience dealing with the public or a large employee group in a customer service capacity, and experience balancing competing priorities.

Knowledge, Skills and Abilities:   Seeking a self-starter with a strong work ethic and commitment to making the office an efficient and welcoming environment for team AWEA and its guests. Strong interpersonal skills and oral and written communication skills are essential. The ability to work independently, handle multiple tasks simultaneously, establish priorities, meet deadlines, use discretion in dealing with confidential information, and solve problems as they arise are also important.  The ideal candidate will have sound judgment and instincts, the ability to adapt and respond quickly to change, and the ability to work in a team-oriented environment.  Knowledge of office practices and procedures and the ability to perform functions with independent judgment is also essential. AWEA seeks candidates with a positive, supportive approach to workplace challenges and a collegial nature.

Job Conditions: 

AWEA is a fast-paced, high-energy organization with an ambitious agenda and a staff that is highly motivated. This position may experience high level work demands and independent decision-making under tight timelines.                                                               

AWEA is seeking applicants who reflect and understand our core values: We HEART Wind Energy, The Truth Prevails, Together We Succeed, and Ahead of the Curve. AWEA is a fast-paced, high-energy organization with a very ambitious agenda and a staff that is highly motivated. This job may experience high work demands under tight timelines.

To apply: Send how you heard about this job, cover letter, salary requirement, start date availability, and resume to hr@awea.org (use “Office Assistant” and your full name in subject line).