The American Bakers Association, the advocate for the $102 billion grain based food industry, has an opportunity for an organized, motivated, team player as our new Office Manager/Administrative Assistant.
The Office Manager/Administrative Assistant is a wide-ranging role. S/he is responsible for the day-to-day operational functions of the ABA office and works closely with the VP-FO on special projects. S/he provides Executive Assistant support to the ABA President & CEO, administrative support as needed for the VP-FO, works in partnership with the Finance team in processing AP and AR, and supports the VP of Political and State Affairs in the administration of the PAC. Further, this role presents ABA in a professional light, providing proactive customer service and support to ABA stakeholders, including staff, members, vendors, and guests.
Day-to-Day Office Management
Manage the office reception, kitchenette, conference room, and workroom areas. Work in collaboration with interns and other staff to ensure areas present a professional image and all guests are properly greeted and cared for.
Coordinate administrative activities for the office, to include the answering of phones and auto-attendant service, distribution of mail and packages, postage and shipping, management of the ABA office calendar, inclement weather notifications, and onsite meeting catering.
Manage supply ordering and restock supplies as needed. Maintain adequate stock of frequently used supplies, including beverages and kitchen items.
Work in collaboration with the VP-FO and ABA’s external IT consultant, as appropriate, in the assessment and implementation/deployment of new technologies, systems, and hardware to further ABA’s operational capacity.
Provide day-to-day oversight of the external IT consultant and ABA’s computer equipment.
Oversee maintenance of telephone, security, AV systems, and all other office equipment, in consult with the VP-FO. Troubleshoot and resolve operational issues with appropriate vendors.
Work in support of the VP-FO in the implementation of ABA’s retention policy and management of electronic and hardcopy files. Oversee offsite storage and the transport of storage materials.
Answer main phone line as needed. Provide excellent customer support to external requests for information on ABA membership, educational offerings, or other general information as required.
Coordinate with and train internal team back-ups to ensure smooth office operations during times of absence.
Finance and Human Resources
Support the Director of Finance in the processing of AP and AR, per ABA’s accounting policies.
Assist the Finance and Membership teams in the processing of member dues payments, per ABA’s accounting policies.
Assist the IBIE Finance team with the tracking of AR and the processing of lockbox deposit information.
Assist the VP-FO in the onboarding of new hires. Prepare orientation materials and ensure computer and phone equipment are properly set-up in advance of a new hire’s orientation. Political Action Committee (PAC) Support
Provide support to the Vice President of Political and State Affairs in the administration of American Bakers PAC, to include the processing of PAC checks and disbursements, and logistical arrangements for political meet-and-greet events.Administrative Support
Provide Executive Assistant support to the President & CEO, to include the organization of domestic and international travel arrangements, management of the CEO’s calendar, preparation of his expense reports, and assistance with materials preparation
Provide limited administrative support to the VP-FO, to include the preparation of expense reports, assistance with travel arrangements, and scheduling support.
Organize full staff activities, including full staff meeting scheduling and agendas, staff happy hours, and birthday/anniversary recognitions.
Maintain a high level of proficiency with the ABA AMS (i.e. YourMembership), in order to work in tandem with the Membership team to monitor the accuracy of data, and assist internal and external customers as needed.
Assist ABA teams with administrative support as required but within reason.
Position duties are subject to change
ABOUT THE ORGANIZATION
American Bakers Association (ABA) is a results-oriented, mission-driven environment that empowers staff to creatively carry out responsibilities. ABA is a fun, team atmosphere which was recently selected as a Best Place to Work by the NAM Council of Manufacturing Associations. ABA’s office is in downtown Washington, DC with convenient public transportation options nearby.
ABA offers a competitive compensation package that includes a comprehensive benefits package with generous paid vacation, health care, and retirement.
ABA is an equal opportunity employer.
2-5 years relevant experience in a professional office environment. Prior experience in a nonprofit and/or association is helpful.
A Bachelor’s Degree from an accredited institution.
Proficiency in Microsoft Office, particularly Outlook, Excel, and Word required. Experience working in databases and/or Association Management Systems (AMS) is a plus
Ability to troubleshoot technology issues at a basic level.
Strong project management, collaborative, analytical, and organizational skills.
Ability to establish and maintain effective and collaborative working relationships with other staff as well as ABA members and stakeholders. Must be a customer-focused, results-oriented team player.
Ability to work well under pressure, meet deadlines while making sound decisions, and accommodate shifting priorities, while representing ABA in a positive and professional way