Job Description

Description:

GENERAL SUMMARY

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The Administrative Assistant is responsible for the seamless operation of the NIC in-person and digital office, the smooth coordination of NIC's three Conference Program Committees, and timely support for conference program speaker management. This position provides stellar customer service to both internal and external clients.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Administration and Coordination

Procure office and kitchen supplies within budget parameters. Prepare office in preparation for NIC staff attendance: general tidying, restocking and managing food and beverage, obtaining supplies, conference room set-up for All Staff Meetings. Secure catering for staff meetings: schedule team lunches/dinners, set up and clean up, assist CEO with pop-up requests. Manage NIC main switchboard: answer general questions, assist with event-related questions, route calls as appropriate. Manage NIC Online Shop: package and ship orders, customer interface as necessary, hand-deliver shipping as needed. Manage intake/outtake for all mail and packages, check and distribute office mail at least twice per week Manage weekly all-staff update e-newsletter: write, edit, and distribute via email and Teams Assist with quarterly HR newsletter: write, edit, and distribute via emails Assist with HR administration: new employee onboarding documents, secure hotel reservations, prepare office space Perform other clerical duties as needed

Conference Program Committees Management

Administrative support for three Conference Program committees Create and maintain committee rosters Make and update committee assignments in Salesforce Send appointment letters on behalf of CEO Request and upload photos, bios, and company logos to Salesforce Request volunteer preference forms Cross-divisional collaboration with Events and Marketing on in-person meetings Spreadsheet management to assist with accurate headcounts, AV needs, hotel assistance Order name tents and prepare flipbooks for all meetings


Conference Program Session and Speaker Support


Administrative support for NIC's three conferences

Session Call Planning Creating and updating tracking documents for calls Externally communicating with volunteers and speakers for scheduling needs Session tracking in Salesforce Training and implementation of project management tools to improve efficiency (Asana)

Administrative support for conference registration

Quality check Program Committee data to confirm members and emails Provide appropriate discount codes Collaborate with Marketing team for successful distribution and launch

Other duties may be assigned


Demonstrate NIC Values including:

Be A Spark Invest in Ourselves Partner with Others Take Pride in Our Work

Requirements:

TRAVEL REQUIREMENTS

Less than 30 days per year

COMPETENCIES

Excellent verbal and written communication skills Attention to detail Timeliness Outstanding customer service

REQUIRED QUALIFICATIONS

Experience with Microsoft O365 including Outlook, Word, Excel, and Teams High School Diploma or equivalent 3- 5 years' experience in an office administrative role

PREFERRED QUALIFICATIONS

Experience working with HRIS systems, Salesforce, and Cvent

LOCATION

The position is located at the NIC office in Annapolis; MD. Candidate must be in the office at least two to four days per week.