Administrative Assistant (Meetings and Strategic Alliances)

Jan. 3, 2020

Join our team and be a part of one of the largest life science societies in the world.
 
With 30,000 members, including researchers, educators and health professionals, ASM advances the microbial sciences through conferences, publications, certifications and educational opportunities. It enhances laboratory capacity around the globe through training and resources. It provides a network for scientists in academia, industry and clinical settings. Additionally, ASM promotes a deeper understanding of the microbial sciences to diverse audiences.
 
We offer competitive salaries, top-notch benefits and liberal PTO.
  • Employee pays $0 toward their own health insurance
  • We contribute 10% of your salary to a 403(b) after 2 years of fulltime employment
  • Holiday schedule includes the days between Christmas and New Year’s
Just to name a few benefits…
The American Society for Microbiology is looking for an administrative assistant to support the Meetings and Strategic Alliance departments.
 
The optimal candidate needs to inform, inspire and connect with key stakeholders and to be results-oriented, have brilliant execution, make bold moves and ensure seamless collaboration for the organization
 
Primary Functions:
  • Plan and perform administrative and technical office duties to assure timely and efficient office operations for department
  • Perform various administrative duties including answering telephones and greeting visitors; provide information in person or on the telephone or refer to appropriate personnel; open, screen and route mail
  • Assist in monitoring and responding to email support in-boxes for all units
  • Compose, prepare and type a variety of correspondence, memos, reports, presentations and other materials specific to the assignment; proofread materials to assure accuracy and completeness.
  • Organize and coordinate centralized office functions and communications to assure efficient and effective office operations
  • Provide administrative support for scheduling appointments and meetings, notifying appropriate individuals of meeting times and locations; arranging for meeting facilities as needed; preparing calendar requests, etc.
  • Assist in assembling agendas, attend meetings, record notes and minutes and distribute information as required
  • Provide logistical support for meetings/events including, set- up of facilities, arranging for catering and other duties (some meetings may be off-site)
  • Working with department leaders, draft new and improved processes and procedures as a result of new tools, policies or directives; assist with implementation after securing approval
  • Assist in managing local hotel blocks for department meetings at ASM HQ office: liaison with hotel, compile/update rooming lists, etc.
  • Develop and maintain accurate files and records as required to support the office functions; maintain files in progress
  • Manage inventory of promotional items and other department material and tools.  Assist in acquisition of items as required
  • Ensure departmental storage areas are well-organized, stocked and function in ways to streamline material access
  • Provide assistance with data collection and analysis to inform reports and presentations
  • Serve as central collection point for project tracking information and ensure information is available to the right people at the right time
  • Process documents specific to the office assigned according to established procedures, including invoices and travel forms
  • Maintain an appropriate level of order forms and other office supplies as necessary
  • Perform related duties as assigned
  • Assist in annual budget development ranging from data collection to spreadsheet development to report creation
  • Transfer actuals from Finance monthly reports to department worksheets
  • Work closely with Finance team to file and modify budget submissions
  • Coordinate invoices and expense reports for COO and/or Director’s signature, assigning codes and ensuring other staff review as appropriate
  • Develop tracking system based on approved budget to manage department expenses and records
  • Reconcile monthly department credit card statements and travel statement
  • Assist in smooth operations for committees falling under the responsibility of the department
  • Serve as point-of-contact for committee members for all administrative tasks (travel arrangements, expense reimbursement, etc.)
  • Schedule meetings and conference calls
  • Assist in preparing meeting materials and presentations
  • Plan and execute meeting logistics (room set-up, catering, audio-visual, etc.)
Primary Competencies:
  • Strong written and oral communication
  • Professional demeanor
  • Highly organized with experience maintaining files and spread sheets
  • Experience in managing budget files, reports and proposals
  • Ability to work effectively with all levels of volunteers, service partners and staff
  • Experience providing support to member committees
  • Expert in Microsoft Office suite; especially Excel and PowerPoint
  • Knowledge of project management tools
  • Able to prioritize tasks and manage competing priorities
  • Experience handling meeting logistics and travel
  • Proactive problem-solving
  • Ability to work in a face paced environment for a large team with diverse portfolio of programs
  • Can-do attitude with an eye to opportunities to improve and grow professionally
  • Minimal travel required, including annual meeting in June
Qualifications:
  • Bachelor’s degree
  •  2-3 year’s administrative experience in dynamic team with many competing priorities
If you are ready for a real challenge and to make a real difference in science, apply for this unique position today.  Please submit salary requirements, cover letter and resume to HR@asmusa.org.

We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all team members.