Position Description

Sr. Administrative Assistant
Location Washington, DC
Department Administrative Team
Apply Now

SUMMARY

Provide administrative and organizational support for MBA's Strategy & Member Services Group tasks, activities, functions, and staff members, and for MBA's Research and Industry Technology Group.  Work with the SVP of Strategy & Member Services and the SVP of Research and Industry Technology, supporting ongoing operational and administrative activities, maintaining strict confidentiality, and exercising good judgment. Assignments will require a high level of communication, both oral and written, and mastery of word processing, spreadsheet, and other software skills.  Responsibilities require discretion, judgment, tact, and poise.  The incumbent performs tasks independently to accomplish specific projects and work with general instructions and with limited supervision; to establish the priorities and workflow of the position; and to deal tactfully, discreetly, and circumspectly with MBA members staff and the public. The incumbent must also be aware of MBA's policies, practices, and operations. The incumbent will report directly to the Administrative Manager .

 

PRIMARY RESPONSIBILITIES FOR STRATEGY & MEMBER SERVICES :

  • Provides administrative support to the Senior Vice President of Strategy & Member Services, and staff of the Strategy & Member Services Group.
  • Coordinates the SVP's calendar to optimize time and avoid scheduling conflicts. Maintains calendar and schedules appointments and conference calls with staff, MBA leadership and/or others. Develops or gathers necessary background material wherever possible. Initiates conference calls and web meetings and distributes materials to attendees in advance. Post-meeting assignments may include following through with staff or others to see that established commitments are on schedule.
  • Provides administrative support for Group meeting activities by developing agendas and printing, copying and collating materials for meetings and conference calls.
  • Provides administrative support for the Group's vendor invoice payments process, by preparing, submitting, and monitoring requests for payment.
  • Provides administrative support for the Group's accounts receivable monitoring process on all payments less than 90 days past due, including proactively tracking, monitoring, and following up on all outstanding payments.
  • Provides administrative support for the Group's travel, by booking flights and hotels, as well as processing associated travel documents (i.e., expense reports, printing travel itineraries, etc.)
  • Print and assemble name tags and tent cards for in-person Education events and coordinate shipment of items as needed with Training Coordinator and Office Services staff.
  • Provides administrative support for Group with regards to Customer Relationship Management system updates, including but not limited to managing committee rosters, capturing speaking engagements, and assisting with membership dues renewal tracking.
  • Pulls data and reports from the MBA's Customer Relationship Management system, Financial Reporting systems,  and related systems and tools.
  • Assists with the MBA's data quality efforts.
  • Plans, schedules and coordinates Department and Group-level team activities and outings.
  • Manages day-to-day general office support functions, including but not limited to answering phones, maintaining Strategy & Member Services Group files, scanning documents, and sending emails as directed. 
  • Monitor, order, and replenish office supplies. Provide estimated budgetary figures for same. 

 

PRIMARY RESPONSIBILITIES FOR RESEARCH AND INDUSTRY TECHNOLOGY :

 

  • Provides administrative support to the Senior Vice President of Research and Industry Technology and staff of the Group.
  • Schedules appointments and conference calls with staff, MBA leadership and/or others.
  • Working with the Vice President of Industry Analysis, Provide administrative and logistical support for the Research and Industry Technology Department.  Specific duties include preparation of:
  • meeting materials (tent cards, name tags, attendee lists) for approximately 15 roundtables and forums per year.
  • registration documents for study participants.
  • Invoices for study participants and product purchasers
  • Set-up member calls and meetings as requested

 

Approximately 7.5 hours per week, but hours will vary with peak Research activity in the months of March, April, May, and September

 

  • Provides administrative support for Group activities by developing agendas and printing, copying and collating materials for meetings and conference calls.
  • Provides administrative support for the Group's vendor invoice payments process, by preparing, submitting, and monitoring requests for payment.
  • Provides administrative support for the Group's travel, by booking flights and hotels, as well as processing associated travel documents (i.e., expense reports, printing travel itineraries, etc.)
  • Provides administrative support for Group by managing committee rosters in MBA's Customer Relationship Management system, including adding and removing members.
  • Monitor, order, and replenish office supplies. Provide estimated budgetary figures for same. 

 

PRIMARY RESPONSIBILITIES FOR ADIMIN TEAM :

  • Provide administrative support to the Administrative Manager, such as submitting and reconciling expense reports, copying, scanning, document preparation, and other administrative duties as assigned.

 

 

This position description should not be construed to contain every function/responsibility that may be required to be performed by an incumbent in this job. Incumbents are required to perform other functions, as requested by Strategy & Member Services Group.

 

SPECIFICATIONS :

 

Three or more years of progressively responsible administrative support experience. A high degree of proficiency in the use of Microsoft Office, including Word, Excel and PowerPoint, Microsoft Teams and Zoom. Experience in schedule management using Microsoft Outlook.  Excellent communication skills, both written and oral. Typing speed of 60 + wpm. Follow through, o rganizational skills, punctuality, accuracy, listening skills, work hours flexibility and a positive attitude are also essential traits. Ability to multitask, strong work ethic and experience working with Executive Level staff. Four-year degree preferred but could be substituted for years of professional experience.

 

All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, sexual orientation, gender identity, national origin, protected veteran status, or on the basis of disability.

Back Apply Now