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Form of workJob Description
Responsibilities & Duties:
- Answer incoming calls and provide appropriate answers to inquiries, or direct callers to proper Staff Member
- Assist other Staff with general office correspondence, including mailings and assembly / dissemination of materials such as certificates and information packets.
- Maintain office organization and up-keep by watering plants, stocking refrigerator(s) and vending machine(s), cleaning up trash and food after meetings, and keeping inventory of supplies (paper products, labels, envelopes, file folders, printer ink, candy, drinks, coffee materials, etc.).
- Prepare materials for events, meetings, conferences, and training sessions to include nametags, handouts, sign-in sheets, and other items as assigned.
- Prepare for monthly Membership Luncheon meetings by compiling and organizing nametags and reserved seating place cards, and collecting all necessary supplies & materials, including A/V Equipment.
- Complete filing and archiving tasks as assigned.
- Prepare materials for mailing and ensure outgoing mail is delivered to the mailroom daily.
- Monitor Room Calendar and coordinate room set-up, catering, A/V, and other needs for all events held in Office.
- Prepare catering orders for any in-office events, as needed, in coordination with the appropriate.
- Provide support to all Association Committees.
- Provide prompt, accurate, and friendly support to users of the Online Training System (“OTraining”).
- As needed, support off-site functions, to include monthly Membership luncheons, Golf Tournament, Safety & Health Seminar, and other events that may occur.
- Perform other duties assigned as business and staffing demands dictate.
Location:
This is an in-office position located in downtown Norfolk, VA.
Frequent regional travel to events may be required.
Minimum Qualifications:
- Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook. Working knowledge of PowerPoint and Publisher is beneficial.
- Graphic Design abilities, or the desire to learn, is a plus (including the ability to use various Adobe Programs such as Photoshop, Illustrator, InDesign, and Captivate).
- Ability to communicate thoughtfully and clearly, both in writing and verbally, including a well-mannered, professional phone demeanor.
- Ability to take direction, develop plans, and prioritize tasks along with strong organizational skills.
- Ability to adapt to changing situations, including switching between a fast-paced environment and a slower pace with downtime.
- Willingness to learn new things, ask questions, and proactively request additional tasks rather than sit idly and await instruction.
- Professional personal appearance and demeanor.
- Ability to lift up to 50 lbs.
- Excellent attitude and desire to work as part of a small, dynamic, and close-knit team!
- This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
