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ADMINISTRATIVE ASSISTANT

Company: 
JobTarget
Location: 
Bethesda
Region: 
Maryland
Occupational fields: 
Office and Administrative Support
Zip Code: 
20814
Employment type: 
Full time
Remote Position: 
No
Job Expiration Date: 
12/17/2021
Required degree level: 
Bachelors degree

ABOUT THE OPPORTUNITY:

This role will be a member of the administrative office staff and support to the ACMG and ACMG Foundation, staff, and volunteers. This role will serve as the initial point of contact for ACMG/ACMG Foundation by answering and transferring calls to appropriate staff and welcoming guests. Daily tasks will include: maintaining the appearance of the front office, distributing mail and electronic faxes, assisting with mailings, and staff events. The role will work closely with the Chief Operations Officer and interface with all staff and external vendors. The successful candidate must demonstrate the following key attributes: organization, attention to detail and accuracy, thoughtfulness, discretion, as well as an ability to manage multiple deadlines. This role will work in our headquarter office located in Bethesda, Maryland. Staff are currently working remotely but will transition to a hybrid (remote and in-office schedule) beginning January 2022.

ESSENTIAL FUNCTIONS:

  • Serves as the initial point of contact for ACMG/ACMG Foundation answering and transferring calls to appropriate staff.
  • Greets and assists guests coming into the office.
  • Takes ownership of the appearance and organization of the reception area, storage closets, and LAN room.
  • Serves as gatekeeper and screens unwanted cold calls on the phone and in person.
  • Address basic questions about the organization via phone and email.
  • Monitors and forwards ACMG general e-mails to the appropriate staff member on a daily basis.
  • Forwards general voicemail messages to the appropriate staff member on a daily basis.
  • Opens and distributes all office incoming mail (USPS mail, packages, and messenger services); signs for delivery and promptly notifies staff members of deliveries.
  • Provides general ACMG/ACMGF administrative support as needed (correspondence, faxes, phone calls, research, filing, reporting, etc.).
  • Assists Membership Department with assembly and mailing of membership packages as well as other projects.
  • Assists Meetings Department and staff with preparation for and during on-site meetings.
  • Logs any checks in the ledger daily and gives to the accounting department representative.
  • Assists with making minor revisions to the ACMG website.
  • Maintains office staff contact list.
  • Maintains conference room schedule
  • Submits request for building maintenance and IT support.
  • Monitors inventory of office/breakroom supplies, and orders supplies as necessary.

COMPETENCIES

  • Technical Capacity: advanced proficiency in Microsoft Word, Excel, Outlook, PowerPoint; working knowledge of iMIS or association management software a plus
  • Exceptional communication (oral and written) proficiency
  • A proactive approach to problem-solving with strong decision-making skills.
  • Attention to detail
  • Personal effectiveness/credibility
  • Thoroughness
  • Flexibility

MINIMUM QUALIFICATIONS:

  • B.A. or B.S. required
  • 2-3 years of relevant administrative/clerical support experience required
  • Experience answering multiple phone lines and using a voicemail system
  • Ability to handle a variety of callers and visitors of varying dispositions
  • Ability to maintain productive and professional working relationships with team members, volunteers, and external partners
  • Excellent attendance and punctuality are a must

BENEFITS AND SALARY

The base salary for this exempt, full-time position will be in the range of $43,000 - $47,000 per year comm

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