The Administrative Assistant (AA) will support the Membership and Professional Communities department in achieving department goals. They will be responsible for interacting with members, staff, and elected leadership in a diverse spectrum of tasks, which includes membership, 50+ volunteer groups, 68+ local sections, 23+ local sections, and the AIH Foundation. This role requires but is not limited to project and time management skills; strong soft-skills such as communication, attention to detail, and the ability to work in a fast-paced, highly collaborative environment. This position reports to the Director, Membership and Professional Communities.
Essential Duties and Responsibilities
Act as a rockstar providing administrative support to ensure efficient operations and actively contribute to established personal and departmental goals.
Maintain accurate rosters of volunteer groups, local sections, student local sections, and the AIH Foundation. Monitor and add new volunteer requests.
Assist with tracking NORA Council representative reports quarterly and compiling annual business plans, funding requests, annual reports, and nominations.
Maintain department spec sheet using SmartSheet software.
Assist in the development of the monthly QuickTakes newsletter, creation of PowerPoint presentations, and website maintenance (content) updates.
Schedule and communicate information for virtual meetings for the department and professional communities, as requested.
Provide logistical support for programs related to Membership and Professional Communities throughout the year.
Assist in the monitoring and updating of information on the Catalyst online community.
Actively participate in meetings and attend volunteer group calls, as requested. During the meetings, take detailed notes for distribution to appropriate parties.
Serve as the staff point of contact for a range of staff and external stakeholders. Throughout interactions, exhibit polite and professional communication via phone, email, and mail requests.
Order supplies as needed/requested.
Education & Experience
Successful completion of High School is Required; Associates or Bachelor's Degree is preferred
Minimum of 2 years related experience in a nonprofit or association, internships will be considered
Excellent communication and interpersonal skills
An eye for details and demonstrable organization and project management skills
Minimum 2 years event planning experience
Volunteer management experience
Desktop publishing experience
To Truly Excel, You Will Have:
Strong customer service and interpersonal skills
Strong organizational skills, attention to detail, follow-through, and the ability to multi-task
Be a quick learner who is not afraid of technology
Be able to work independently, manage groups of volunteers, and establish/meet deadlines
Travel is not anticipated for this position.
Internal Number: AH133
Founded in 1939, AIHA is a nonprofit organization serving professionals dedicated to the anticipation, recognition, evaluation, control, and confirmation of environmental stressors in or arising from the workplace that may result in injury, illn?ess, impairment, or affect the well-being of workers and members of the community.