Administrative Specialist

Job Description

Salary: $40,000-$45,000 Annual

Position Overview:

The American Association of Exporters and Importers (AAEI) seeks a well-organized, professional, and ambitious professional to provide administrative support for the development, engagement, retention, and growth of AAEI’s membership.

The administrative specialist will take on various roles to support the effective day-to-day operations of AAEI’s membership, marketing, and operation departments. The successful candidate is a team player who thrives on performing general clerical tasks; communicating with and greeting clients; responding to phone calls and emails; handling payroll and personnel issues; and managing office equipment and supplies. The administrative specialist will be required to create reports and memos, organize events, and serve as personal assistants to managers and senior-level officers. The administrative specialist will report to the CEO’s Executive Assistant with a dotted line to the Director of Membership.

THIS ROLE REQUIRES MANDATORY THREE (3) DAYS IN THE OFFICE (MONDAY, THURSDAYS AND ONE OTHER DAY OF CHOICE)

Responsibilities:

Active participation in office management, including handling general clerical tasks

Organize and prepare meeting schedules for various departments

Serve as the office receptionist

Manage office equipment and supplies, and ordering new equipment and supplies as needed

Work collaboratively with other departments to help solve clerical issues

Offer assistance to accounting department to provide manage invoices, payments, and receipts

Confer with human resources department to provide assistance with payroll, personnel databases and other duties

Represent department managers or other senior-level officers in meetings, including taking notes and recordings as needed

Qualifications for Administrative Specialist

An associate degree in office administration, accounting, business administration or a related field may be preferred

2-3 years of experience

Working knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel

Experience using business email services, such as Microsoft Outlook

Previous experience with, or an ability to learn to use human resource and accounting software tools, example QuickBooks or Trax Payroll

Previous experience with, or an ability to learn to use common office equipment

Comfort multitasking and handling multiple requests from different individuals and departments

Ability to work quickly and independently

Strong communication skills and extremely self-motivated when managing communication channels

Highly organized and capable of creating organizational systems that others easily utilize

Open to advancement opportunities