Posted on February 14, 2013

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Administrative Assistant

Position Overview: This position is cross-functional encompassing heavy administrative work along with reception coverage. Aside from providing administrative assistance to the unit and managing the reception area, the Administrative Assistant is main back-up for The AJLI Boutique and the Production Center. The holder will perform multifaceted general office support, may be assigned to multiple work groups and, if able, extend support to other departments during busy periods.

Responsibilities and Essential Functions:

• Professionally greet and answer all inquiries through telephone calls and email quickly, courteously and efficiently.
• Maintain security procedures including card activation/deactivation with final verification.
• Sort mail daily and process invoices from vendors, including allocation of charges to individual cost centers. Work with vendor to resolve any billing difficulties.
• Request and maintain standard information about AJLI activities from all departments (e.g. meeting and production dates), for The Association’s Master Calendar.
• Provide back-up to Production Center in supporting other administrative staff members in other AJLI units for mailings, major copying jobs, internal mail opening and distribution.
• Support and back-up for The AJLI Boutique in processing of merchandise orders and inventory.
• Provide support and back-up to other administrative areas when required, in particular the accounting and finance group and the COO
• Review and update articles on The Hub; the Association’s Intranet site.
• Work on special projects as assigned by supervisor.

Required Skills and Competencies:

• Professional business attire at all times
• Excellent telephone skills – clear diction and pronunciation
• Attentive to detail with exceptional follow-up skills
• Dependable
• Strong customer service orientation
• Must possess excellent Microsoft Word and Microsoft Excel skills and familiarity with PowerPoint
• Ability and willingness to ask clarifying questions
• Proactive and solutions oriented
• Exudes “Can Do” attitude and is a team player
• Possesses good listening skills
• Ability to juggle multiple small projects
• Flexibility in taking on varied tasks, often on short notice
• Capacity to work independently within procedures or as part of a team
• Ability to travel occasionally in order to staff weekend and full week conferences 1-5 times per year.

Required Experience and Education:

• Associate’s degree, secretarial skills training, or 5 years’ experience; bachelor’s degree a plus
• Receptionist and light bookkeeping experience a plus
• Customer service experience 3-5 years

Previous not-for-profit experience, preferably in an affiliate-based membership organization.

Application Instructions

HOW TO APPLY: Include the job title in subject line of e-mail or on fax cover sheet. Submit a letter of interest w/salary requirements and your resume to hr@ajli.org (preferred) or fax (212) 481-7196, Attn: HR Department. Mailing address: 80 Maiden Lane, Suite 305, New York, NY 10038