Administrative Specialist

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