Administrative Assistant - Temporary

The Administrative Assistant provides comprehensive administrative, project-coordination, and operational support to ensure the efficient day-to-day functioning of the office. Working closely with staff, volunteers, members, vendors, and external stakeholders, the incumbent manages correspondence, records, schedules, and logistics; coordinates meetings and events; tracks projects and budgets across multiple concurrent workstreams; and maintains accurate data and reporting. The role requires a high degree of organization, discretion, and follow-through, and consistently presents a positive and professional image of the organization.

Key Responsibilities

Administrative & Office Support

–    Provides administrative support to ensure efficient office operations.
–    Supports colleagues across the organization as needed and adapts to changing priorities.
–    Ensures that deadlines are met and that competing demands are balanced effectively.
–    Presents a positive and professional image for the organization at all times.

Communications & Correspondence
–    Answers customer mailbox inquiries promptly and professionally.
–    Responds to emails and other digital queries and correspondence.
–    Drafts and edits letters, reports, and other documents.

Records, Documents & Data Management
–    Maintains digital filing systems and shared file structures, records, and reusable process documentation to support continuity and smooth handoffs.
–    Inputs and updates information in databases and spreadsheets with a high degree of accuracy.
–    Uses Google Workspace and Microsoft Office to create, edit, and share documents, spreadsheets, and presentations efficiently.
–    Conducts research as requested and compiles and summarizes information for reports or presentations.
–    Compiles and maintains multi-year data and key performance indicators (KPIs) to inform planning and reporting.

Meeting & Event Coordination
–    Schedules meetings, prepares meeting agendas, and takes meeting minutes.
–    Coordinates logistics for meetings, including room setup and catering.
–    Supports event and meeting operations, including registration, attendee questions, materials, and on-site logistics.
–    Coordinates vendors, venues, and logistics; gathers and compares quotes; and serves as a central point of contact.

Project & Budget Coordination
–    Builds and maintains master schedules and timelines, tracks deadlines across multiple concurrent workstreams, and follows up to keep projects on track.
–    Tracks budgets against actuals, flags variances, and prepares clear summaries to support committee decision-making.

Confidentiality & Compliance
–    Handles sensitive information with discretion to maintain confidentiality and security and to ensure compliance with privacy policies and regulations.

Education

–   High school diploma or GED equivalent; some college coursework a plus.  [Required]

Work Experience

–   Minimum of 2–4 years of relevant experience.  [Required]

–   Prior office experience.  [Required]

–   Proficiency in Google Workspace (Docs, Sheets, Slides).  [Required]

–   Proficiency in Smartsheet.  [Preferred]

–   Prior project-coordination, event, or association-operations experience.  [Plus]

Skills & Requirements

–   Positive, customer-focused attitude in dealing with a variety of volunteers and members.

–   Excellent English-language skills, both written and oral.

–   Strong organizational and time-management skills, with the ability to balance demands and meet schedules.

–   Ability to handle multiple projects simultaneously and to track and report the status of each.

–   Ability to work under pressure in a fast-paced environment.

–   Helpful attitude, with the ability to anticipate and address administrative issues.

–   Cooperative approach to working with other staff to address member issues.

–   High-quality standards, including a high degree of accuracy in communications and record keeping.

–   Proficiency with Google Workspace (Docs, Sheets, Drive, Gmail, and Calendar) and Microsoft Office (Word and Excel).

–   Professional demeanor, with the ability to handle confidential material.

–   Sensitivity to diverse cultures and customs.

–   Project-management mindset, with the ability to plan, prioritize, and drive multiple concurrent workstreams through to completion.

–   Persistent follow-through includes tracking open items and chasing outstanding tasks until they close.