Position Summary
The Administrative Assistant has a broad range of responsibilities across administrative, office support, and reception functions. Additional duties include regularly supporting our sponsored and external conferences/events. This role is ideal for a detail-oriented and discreet professional who can adapt to shifting priorities and collaborate across multiple teams.
Key Responsibilities
Administrative Support
- Provide daily administrative support to client-facing colleagues and senior management.
- Assist with the organization and support of events and marketing
- Liaise with vendors, exhibitors, and stakeholders to ensure event requirements are met.
- Support event planners with shipping, menus, seating, physical and digital materials, travel, and post-event evaluation.
- Prepare meeting minutes, travel itineraries, and manage contact databases.
- Compose and send emails to clients, prospects, and vendors.
- Prepare charts, presentation slides, and maintain databases with timely updates.
Reception
- Greet visitors and answer telephones according to organization standards.
- Coordinate visitor meetings and incoming calls.
- Distribute mail and packages.
- Maintain a professional and welcoming office environment.
Qualifications & Skills
- Associate’s degree or higher, required.
- High level of proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
- Exceptional attention to detail and ability to maintain confidentiality.
- Experience with CRM, contact management, and vendor management software.
- Strong analytical, organizational, and time management skills.
- Excellent verbal and written communication; poise, tact, and diplomacy.
- Ability to multi-task, prioritize, and work independently in a fast-paced, open environment.
- Willingness to work occasional overtime, especially during peak periods.
- Ability to collaborate with strong personalities and work as a team player.
Physical Demands & Work Environment
- Regularly required to sit, stand, walk, use hands, and operate office equipment.
- May lift up to 20 lbs and travel unaccompanied for annual workshops (approx. 6 days/year).
- Open office setting with cross-traffic from visitors and employees.
- Occasional overtime required during heavy workload periods.
EEO Statement
DeMarche Associates, Inc. is an equal opportunity employer. All employment decisions are based on merit, qualifications, and business needs.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
