JOB OVERVIEW
We are seeking a dynamic and organized Part-Time Administrative Assistant to join our team! This role offers an exciting opportunity to support daily office operations, enhance customer interactions, and contribute to a smooth-running workplace. The ideal candidate will bring enthusiasm, strong organizational skills, and a proactive attitude to ensure the office environment remains efficient and welcoming. This position is perfect for someone looking to make a meaningful impact while working morning hours in a vibrant setting.
ADMINISTRATIVE SUPPORT
- Main responsibility: Assist with answering telephones and communications.
- Reception and customer service, staff support.
- Assist with basic information and updates in lodge database.
- Assist staff with printing, copying, mailing and document editing.
- Provide Administrative Director with cost analysis of services, items and projects.
- Must be able to prepare documents that are spelled and punctuated accurately, including double checking documents for self and others.
- Assist in scanning files, filing and file organization: digital and hard copies.
- Maintenance and updates of Policies & Procedures digital notebook.
- Assist with historical research and certificates for 50-year and 75-year awards.
- Assist with lodge projects for Administrative Director.
- Creation and maintenance of Annual Communication venue option list.
- Assist with Annual Communication registration.
- Provide event assistance which may include venue research and reporting, vendor identification, swag preparation, catering, food and beverage requirements.
- Assist with event print requirements, mailers, brochures, menu guides, etc.
- Maintain a working relationship with event sponsors, Officers, staff and volunteers.
- Provide Accounting with necessary documents regarding purchases, expenses, payments, receipts.
- Ability to travel to Annual Communication event is mandatory (currently in September). Some occasional travel throughout the State of Missouri is optional.
- The above tasks are priorities of this position; however, smaller projects and tasks will be requested on approved project forms with deadlines provided.
The following statements are intended to describe the general nature and level of work to be performed by the individual within this classification. They are not to be considered an exhaustive or all-inclusive listing of the position’s duties and tasks, as they may change or be adjusted, as situations require.
KNOWLEDGE /EXPERIENCE REQUIRED BY THE POSITION
- High School diploma or GED.
- Experience in customer service and administrative roles preferred.
- Strong organizational skills with the ability to manage multiple tasks, prioritize effectively.
- Must have the skills and knowledge to scan and file, organize scanning projects without error.
- The ability to work well independently on several projects concurrently and possess excellent communication and creative thinking skills.
- Must have a dedicated work ethic and love what you do.
- Organization skills and ability to work with tight deadlines are important.
- Ability to perform multiple tasks and adapt to changing priorities.
- Software proficiency in Microsoft Office Suite: Word, Excel, Power Point and related software is required.
- Excellent verbal and written communication skills.
- Excellent time management skills with a proven ability to meet deadlines.
- Creative and effective problem-solving skills.
- Ability to respond to problems and to assist clients with a calm, courteous and helpful manner and attitude.
- Must be able to take direction and work well with others on your team and with members and Officers.
- Must understand the importance of confidentiality of sensitive information, able to prioritize and have a sense of urgency to meet deadlines.
- Attention to detail and accuracy is imperative.
- Working knowledge of email and office equipment (fax, phone, copier, etc.).
PHYSICAL REQUIREMENTS
- Must be able to stand and walk for long periods of time during events.
- Must be able to lift up to 50 pounds at a time.
- Must be able to work a variety of hours in order to accommodate events. There will be occasional weekend events and the Annual Communication will be a 2-3 day event with overnights or coordination with other staff.
Pay: From $19.00 per hour
Work Location: In person
