Elevanta is searching for a highly organized and professional Administrative Assistant to join our growing organization! The Administrative Assistant Assistant performs several important duties for multiple departments including communications, meetings, events and vendor sales. This position will also provide administrative services for various Elevanta client groups including Boards, and committees under management by Elevanta. Current clients include several franchisee associations representing Burger King, Buffalo Wild Wings, Qdoba and Planet Fitness franchisees. The ideal candidate must thrive in a challenging and fast-paced environment and enjoy learning about our various clients businesses to help build relationships with system franchisees and vendors. If you love association management and want to enhance your overall knowledge and skills in multiple facets of this unique industry this position is perfect for you!
High level administrative support using MS Office programs
Manage travel arrangements for executive staff
Arrange conference calls for respective departments, including Board, officer and/or committee calls as assigned
Serve as recording secretary and take minutes for Board and committee meetings as assigned
Develop and manage tracking system for all corporate contracts
Ensure company files are maintained electronically on server(s) by company and archive historical files as needed
Respond to inquiries on own initiative and respond to correspondence when appropriate
Develop list of administrative priorities with each department head
Manage vendors after a sale is closed and ensure their ads are received for publications, logos for sponsorships, etc.
Ensure all vendors registered as exhibitors have finalized all registration processes including reserving hotel rooms
Act as liaison to boards and committees as assigned
Maintain confidentiality on all matters
Document board action items, track and assures follow-up by appropriate person(s), and ticklers for due dates
Track all internal projects as assigned
Update the association Leadership Directories and Directors Guide Books
Provide research, analysis, and support for special projects and prepare presentations
Serve as the intermediary between communications, vendor sales and meetings department on all convention related projects. This role will ensure all processes are followed and nothing falls through the cracks. In other words, this position is the centerpiece of successful collaboration among multiple departments.
Prepare purchase orders in a timely fashion
Enter vendor and member updates in association management software, MemberNation
Create and maintain files on vendor prospects, meeting and event ideas, sponsorship ideas, printing proposals, convention give-a-ways, fulfillment of sponsorship items, etc., presentations, project consultants, project participants, project files, organizational files and staff duties, and current/follow-up correspondence
Serve as project team manager when assigned
Maintain and prepare expense report file of receipts and match with appropriate invoices/credit card bills for review and signature then forward to accounting for reimbursement
Track and manage Board and Committee terms of office
All other duties and functions as assigned
What we offer?
A casual, team-oriented office environment located in Kennesaw, GA. Competitive salary, medical, dental, vision, disability and life insurance provided with significant employer premium contributions. Most of all, we offer a unique experience among our client groups that will enable the right person to achieve more than you likely ever dreamed for your professional career!
College degree preferred
Four (4) years related experience as Administrative Assistant to an executive, multiple department heads or any equivalent combination of education and experience.
Experience as recording Secretary and taking meeting minutes required.
Considerable knowledge and experience managing responsibilities of an executive, office practices and procedures, and perform with independent judgment
Advanced knowledge of MS Office software and project management software
Considerable knowledge of grammar, punctuation, and spelling to edit and perform major proposals, reports, and correspondence
Must be able to multi-task and manage workload from multiple department heads
Ability to organize and distribute work, prioritize tasks and meet deadlines
Ability to identify problems, research alternatives and resolve them
Can handle sensitive information with the highest degree of integrity and confidentiality. Trustworthiness is at a premium for this position.
Travel up to 15% is required in this position.
Additional Salary Information: Competitive benefits package including Blue Cross Blue Shield medical insurance, dental, vision, disability and life insurance. 401(k) with company match.
Elevanta is a dynamic association management and professional services firm providing a suite of solutions for business owners and associations, including health and P&C insurance, employer services, association management, convention planning and government relations. More information can be found at www.elevanta.com or LinkedIn under Elevanta.