Administrative Assistant

Position Overview
The position is the initial point of contact for the public. Will work across functional lines and provide office and administrative support to multiple individuals.

Essential Functions
• Manage the processes and administrative function of the office
• Provide administrative support to three or more processional/executive positions
• Maintain contact with member organizations about products, services and new offerings
• Provide support for sales, human resources, training and organizational development functions
Additional Responsibilities
• Manages all incoming phone calls for the office. Handles or re-directs as appropriate
• Provide support to public programs by making introductions, greeting participants and preparing materials
• Prepares final deliverables for on-site training, OD and HR Consulting Services
• Maintain databases as appropriate – Avectra and SalesForce
• Assists in preparing proposals, monitors sales/service delivery dates
• Sets appointments for sales activities and member visits
• Manages office contracts – landlords, suppliers, etc
• Conducts outbound calls and e-mails to members
• Collaborates with AAIM Marketing Dept. to post Illinois happenings through social media including Twitter, Facebook, and LinkedIn

Competencies
Creativity and Innovation
• Looks at challenges in a unique manner and develops innovative solutions
• Develops new ideas to improve productivity, increase revenue or control costs
• Sees patterns, connections and trends before others
• Is an original and valued contributor to brain-storming and problem-solving sessions
Customer Focus
• Is dedicated to meeting customer needs
• Understands how personal actions eventually impact the customer and their use of products
• Knows how to listen carefully to customers and respond appropriately
• Strives to build positive customer relationships
• Responds to internal customers in a professional and helpful manner
• Is willing to explore changes to establish procedures and products to meet customer needs
Decision Making
• Involves appropriate stakeholders in decision process
• Conducts appropriate level of analysis without getting bogged down in data
Interpersonal Communications
• Uses language correctly
• Clear and concise speaker
• Is attentive and uses active listening skills
• Allows others to complete their ideas even when in disagreement
• Is consistently aware of non-verbal messages of self and others
Interpersonal Agility
• Accurately reads the attitudes and emotions of others and responds appropriately
• Builds positive relationships with members, peers, management, customers and vendors
• Is diplomatic and tactful especially in difficult situations
• Is seen as a team player and/or easy to work with
• Is collaborative and promotes professional working relationships with co-workers
• Is aware of the impact of personal style on others' perceptions and works to make that impact positive and productive
Organization
• Manages time well and spends most effort on key, value-added activities
• Can manage multiple projects
• Meets deadlines
Personal Flexibility
• Is comfortable with change
• Willing to learn new things
• Responds positively to new challenges
• Bounces back quickly after setbacks and disappointments
Public Speaking
• Comfortable presenting to both large and small groups

Education and Experience
High school diploma/GED required, bachelors preferred. 5+ years' experience in a fast paced office environment preferred. Above average experience with Microsoft Office Suite.

Physical Effort
The position will routinely sit, walk, and stand. Will infrequently be required to bend, stoop, twist, squat or run.

Work Environment
The work environment is primarily indoors in a temperature controlled environment. Will be exposed to side elements walking to/from buildings or other organizations.

Equipment Used
Use of standard office equipment, mobile technology and computers.

Current Openings for Administrative Assistant Jobs at AAIM Employers' Association