Office Manager/Executive Assistant

Insa&Company - Arlington, VA

Full-time - Entry Level

Arlington, VA

Computer and Electronic Product Manufacturing

About the position

The INSA Office Manager/Administrative Assistant plays a crucial role in supporting the INSA Leadership Team by managing day-to-day office operations, coordinating meetings, and assisting with various administrative tasks. This position requires strong organizational skills and the ability to handle sensitive information while maintaining a professional office environment.

Responsibilities

• Maintain the office and executive team calendars.
• Organize small company meetings, including A/V setup and catering.
• Develop and implement office policies and procedures.
• Assist staff in creating briefings and other materials.
• Greet internal and external guests.
• Act as a conduit to staff regarding building operations, staff parking access, and building access.
• Assist with planning, preparing materials, and executing Board of Directors meetings, Advisory Committee meetings, and INSF Board of Trustees meetings.
• Assist with onboarding of new staff/interns.
• Maintain INSA's check log.
• Sort and dispatch mail and prepare materials for distribution and mailing.
• Manage hard copy and electronic files and records.
• Ensure a neat and orderly office environment and maintain stock of office supplies.
• Coordinate janitorial and maintenance services.
• Assist with INSA's accounting, financial reporting, and accounts payable functions.
• Update and maintain database information on INSA members for listservs.
• Provide primary administrative support for individual and corporate INSA members.
• Answer telephones and provide notifications to appropriate staff, following up on questions as needed.
• Support the Vice President of Development and Management in managing outside IT vendors.
• Provide support and backup for other staff as needed, including event support.
• Support membership and event activities, including on-site support at event venues.

Requirements

• Bachelor's degree and 1-3 years of previous administrative experience.
• Experience in creating and editing written material.
• Thorough working knowledge of supporting computer software, including Microsoft Word, PowerPoint, and Outlook.
• Experience managing a small office is a bonus.
• Experience with Salesforce or other association membership software is preferred.
• Must be a U.S. citizen.

Nice-to-haves

• Previous experience managing a small office.
• Comfort level with Salesforce or other membership software.