Administrative Assistant - Business Development

The Administrative Assistant – Business Development is responsible for providing administrative support to the Business Development staff of the Association, with a focus on supporting the Association’s procurement programs. These tasks require a detailed approach to project management, record keeping, drafting and editing documents, performing clerical functions, coordinating meetings, and managing multiple project deadlines. This position reports to the Manager - Business Development.

Essential duties include, but are not limited to:

Administrative Duties:

• Provides general administrative support to the Director - Business Development while supporting all Business Development programs and other assigned projects

• Drafts emails and correspondence on behalf of the Director - Business Development and Business Development staff, as requested

• Maintains Notary Public Certification

• Assists co-workers as necessary and performs any additional duties as assigned

• Responsible for accurately entering and maintaining Business Development records in the Association’s contact database

Procurement Program Duties:

• Provides support to Business Development staff with preparing procurement meeting and conference materials

• Assists with preparing procurement contracts and required procurement bid documents for several procurement programs in multiple states

• Prepares distribution and solicitation mailing lists for all procurement programs

• Provides support with scheduling attendance at procurement conferences and Procurement Advisory Committee meetings and responsible for reserving meeting spaces

• Supports Business Development staff with all electronic and print mailings having to do with twelve multi-state procurement programs

• Supports Business Development staff with creating and producing marketing and exhibit materials

• Assists Business Development staff with maintaining and changing information on three procurement websites

• Assists staff with Business Development travel to include hotel; rental car; and air reservations, event registration, and maintaining the staff’s travel calendar

• Maintains all procurement distribution lists

• Purchase Order Tracking and Filing:

• Assists with entering purchase orders into procurement tracking for designated programs

• Responsible for filing all procurement purchase orders

• Supports the preparation and review of quarterly reports as needed

• Maintains purchase order records, including creating new notebooks and archiving old ones

• Assists with procurement bid reviews:

• Organizes required bid documentation submitted by vendors to prepare for bid review for all Association procurement programs

• Assists with all administrative aspects of the Association’s procurement programs, including bid solicitation, bid processing, vendor communications, purchase order tracking, distribution list management, and bid award coordination to ensure accuracy, efficiency, and compliance throughout the process.

• Responsible for the Procurement monthly e-newsletter to include managing the mail calendar, distribution lists, and for using the Association’s email vendor to distribute the e-newsletter.

Required Skills:

• Minimum one to three years related work experience

• Demonstrated collaborative skills and ability to work well within a team

• Proficiency with Microsoft Office

• Demonstrated ability to work independently and solve problems

• Strong organization and interpersonal skills

• Ability to work in a fast-paced environment

• Knowledge of modern office practices and procedures

• Ability to perform other related duties as assigned

Supplemental Information:

The work is typically preformed in an office while sitting, standing, or stooping. The employee occasionally lifts light and heavy objects, weighing up to 20 pounds.

Job Type: Full-time

Pay: $42,122.16 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• Monday to Friday

Work Location: In person

Salary : $42,122