Administrative, Clerical, Support, Development and Foundation, Meetings/Expositions/Events
4 Year Degree
About the Role
The Global Administrative Assistant will provide administrative support across the organization, including the areas of in-house meetings and catering, travel agency coordination, and support of AIHA departments, by performing the following duties:
Essential Duties & Responsibilities
General Office Administration (60% of effort) – supporting AIHA Senior Leadership Team by coordinating the day-to-day administrative tasks needed throughout the organization, including:
Schedules and organizes complex activities such as meetings, travel, conferences, and department activities at the request of Department Managers
Updates and submits expense reports and credit card reconciliations for Senior Leadership Team members
Act as travel agency liaison
Manage in-house meetings and catering
Manage meetings calendar and book Hub space, as needed,
Place catering orders and food set-up/clean-up, as requested, and
Assist with meeting room maintenance and oversight of meeting space.
Updating spreadsheets, database, and other documents on a regular basis.
Assist, as necessary, with editing, printing, and assembly of reports and proposals
Attend meetings, as required, and take detailed notes. Prepare meeting minutes for review, approval, and distribution.
Keep kitchen tidy and stocked.
Specific Department Support
Global Meetings (20% of effort)
Technical tours — Communicate with leads on rosters, answer questions that arise, request that attendees submit any special requirements for the tour and prepare rosters with information that is needed from attendees in advance (ex. Driver’s license info has to be submitted for security purposes);
Conference customer service — answer questions from potential attendees about hotels, registrations rates, and other conference details; work with Experient to create the group discount codes as needed; prepare weekly report on registration pick-ups;
Conference logistics—perform administrative duties related to onsite implementation including making labels, proofing signage, and creating maps
Hamilton Club and Meetings Sponsorship (20% of effort) — support the Program Director with fulfillment of partnership/sponsor benefits:
Develop relationships with Hamilton Club members and sponsors (typically in Marketing or other relevant departments) in order to obtain and maintain up-to-date logos, company descriptions and website addresses;
Assist with Hamilton Club partner VIP recognition, such as ordering amenities, holiday gifts, etc.;
Assist with updating sell sheets, contracting sponsorships, tracking spend reports, posting payments, sending receipts, updating and sending fulfillment reports;
Ensure that advertising and marketing pieces are received from partners/sponsors after they agree to sponsor and forward them to AIHA MarComm Department;
Ensure that items for major publications (Advance Program, Final Program, App, etc.) are received by deadline;
Assist with social media updates and other digital sponsorship recognition such as emails, updating websites, etc.;
Prepare mailings that are part of marketing sponsorships, fulfilling the partners’ sponsorship packages and perform other fulfillment activities.
Preferred/Possible Area of Interest: Government Relations
Setting up databases, tracking trends and providing relevant updates to Director, Government Relations
Corresponding with applicable groups
Attending conference calls and taking notes
Support in event planning and preparation
Education & Experience
Bachelor’s degree preferred although experience will be considered in lieu of degree
At least 1 year of previous experience working in an association or non-profit organization and/or business administration experience
Extensive knowledge of Microsoft products (primarily Outlook, Work, Excel, PowerPoint)
Experience making travel arrangements
Able to work with an Association Management System (AMS) at the data entry and query level.
Have meeting planning and marketing experience
To Truly Excel, You Will
Have strong customer service and interpersonal skills with the ability to provide VIP-level customer care (internally and externally)
Have strong organizational skills, attention to detail, follow-through, and ability to multi-task.
Be a quick learner who isn’t afraid of new technology
Be able to work independently and take direction from multiple supervisors while working with them to establish priorities.
Some travel may be required but isn’t anticipated (conference attendance)
About American Industrial Hygiene Association (AIHA)
Founded in 1939, AIHA is a nonprofit organization devoted to achieving and maintaining the highest professional standards for its members. More than half of the nearly 8,500 members are certified industrial hygienists (CIHs), and many hold other professional designations. AIHA
administers comprehensive education programs that keep occupational and environmental health and safety (OEHS) professionals current in the field of industrial hygiene.?
AIHA is one of the largest international associations serving OEHS professionals practicing industrial hygiene and is a resource for those in large corporations, small businesses and who work independently as consultants.?