Staff Assistant

JOB# 24-08 DATE: May 16, 2024
TITLE: Staff Assistant GRADE: Non-exempt...
REPORTS TO: Vice President, Security and Facilitation
DEPT/DIVISION: Security and Facilitation

DUTIES & RESPONSIBILITIES:

This role is responsible for providing administrative support to the Vice President, Security and Facilitation, and their direct reports, so they may effectively serve A4A members.
• Coordinate council and committee meetings for the department which includes communications with members on logistics, questions and any problems that may arise; assist meeting attendees with handouts, computer and phone access; assist with notetaking, audio-visual needs and transportation needs; order catering; serve and clean up meals and arrange off-site dinners.
• Assist in the creation, management and maintenance of internal team drives and files, website information, contacts, council and committees and related distribution lists.
• Maintain files including semi-annual report consolidation and distribution; handle correspondence and maintain standard office records; answer phones; maintain/update databases; update information on the member portal.
• Handle department mail, including faxes and emails.
• Make travel arrangements, including domestic and international flights, hotels and cars.
• Assist with scheduling for the Vice President, Security and Facilitation.
• Fill in at the receptionist desk and support other departmental assistants as needed.
• Additional duties will be assigned as necessary

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