The Office Manager/Assistant position focuses on maintaining general support for ACCA’s efforts. Requires ability to handle multiple tasks under tight deadlines, maintain flexibility to handle multiple tasks, and work proactively in a team environment. Support functions consist of assisting with day-to-day operation; providing general administrative support; organizing meetings and their supporting materials; and coordinating paper flow and telephone communications in an effective and professional manner. This position requires cooperation, coordination and communication with ACCA staff at all levels as well as board members, members and corporate & industry partners.
Duties will include, but are not limited to the following:
Assist with organizing and overseeing overall office operation
Provide administrative support for professional staff
Schedule trainings, appointments, meetings, and luncheons
Create, organize, set up, and maintain central files and office calendar
Perform normal database entry and word processing
Assist with travel and hotel arrangements for professional staff
Prepare and type correspondence
Draft and respond to correspondence, memos etc. Edit and distribute documents.
Maintain office inventory and purchase supplies/equipment as needed
Responsible for upkeep and replacement of office equipment such as copiers, faxes, phone system, mail machine etc.
Process office invoices and expense reports
Assist the staff with data entry and getting out mass mailings
Excellent written and oral communication skills required. Proven ability to communicate with a variety of people including staff, board members, and industry partners (CEO’s and other high-level representatives of manufacturing companies, associations etc.)
Ability to make decisions, solve problems, and set priorities in the face of multiple tasks and projects. Reliable, efficient, productive, and detail oriented. Ability to be flexible, work well with a wide variety of people, and be a team player.
Able to create written documents containing excellent grammar and spelling; editing and proof reading skills desired.
Proficient in Microsoft Office. Familiarity with WEB-based search engines required. Knowledge of CRM systems a plus.
Ability to handle and maintain sensitive/confidential information with tact, courtesy, diplomacy and discretion.
Keep abreast of industry issues utilizing trade journals and other appropriate media.
Prepare personal correspondence to members mentioned in trade journals or other media (congratulating / thanking etc.)
Update and maintain staff directories, and perform other HR related functions when needed (ensuring phone coverage, keys, birthdays, anniversaries etc.)
Work with senior staff to develop plans to achieve ACCA’s strategic goals, advance the image of the association and industry, improve member communication, maximize member service and satisfaction.
Serves as staff liaison to committees or task forces as needed.
Perform other duties as required.
Associate degree or experience related to office management and or membership recruitment and retention may be substituted for degree requirement.
Special Knowledge, Skills, and Abilities
Knowledge of bylaws, relevant policies and procedures
Flexibility on hours worked and teleworking available.
Location: Air Conditioning Contractors of America National HQ, Arlington, VA
Reports to: Senior VP of Administration
About AIR CONDITIONING CONTRACTORS OF AMERICA
The Air Conditioning Contractors of America (ACCA) is the national non-profit trade association representing the educational, policy, and technical interests of the small businesses that design, install, and maintain indoor environmental systems. Representing over 5,000 members, the organization has a staff of 20 and is conveniently located just off of Rte. 395 in Shirlington Village. ACCA offers a full array of benefits including health and dental and a comprehensive 401(k) plan.