Description

POSITION SUMMARY: The Administrative Manager supports the NCBA’s mission through support for the senior leadership team and the Board of Governors. This position is the primary point of contact for internal and external constituents on matters pertaining to the office of the Executive Director and demonstrates commitment to providing outstanding service to a variety of staff, members, volunteers, and stakeholders.

The Administrative Manager must enjoy working in a team environment that is mission and results driven, and service oriented. The ideal candidate exercises good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to balance multiple priorities. The Administrative Manager completes a broad variety of administrative tasks, including responsibility for coordination of board meetings, internal and external meetings, logistics, correspondence, advance preparation of materials, and follow-up activities. This role will also serve in an administrative capacity for other areas as needed throughout the organization.

EDUCATION/REQUIREMENTS:  A Bachelor’s or advanced degree. Paralegal experience preferred. Exceptional communications/interpersonal skills to clearly articulate ideas, frame challenges, highlight opportunities and offer solutions. Should be self-motivated, highly flexible and a fast learner.  

QUALIFICATIONS:

•       Professional demeanor, strong judgment, and interpersonal skills.
•       Positive attitude with the ability to handle a variety of issues and individuals with tact and courtesy.
•       Well-organized and self-directed with exceptional time management skills, including the ability to work under tight deadlines, prioritize and efficiently manage              multiple tasks and projects.
•       Proactive; actively seeks opportunities and proposes solutions.
•       Strong verbal and written skills. Ability to write reports, correspondence, and minutes.
•       Ability and desire to work with cross-functional teams fostering teamwork as a relationship builder.
•       Demonstrated professionalism, with the ability to work with high level board/government officials.
•       Proficiency in Microsoft Office and Adobe Acrobat. Experience in database data entry and report generation. AMS/Salesforce experience is helpful.
•       Demonstrated ability to work independently.
•       Ability to maintain a high degree of confidentiality.
•       Non-profit board experience preferred.
•       Interest in the law and the legal profession.
•       Experience with customer relations.
•       Familiarity with taking and transcribing minutes of meetings.
•       Previous experience in high level administrative role preferred.
•       Proficiency with social media platforms.
•       Excellent organizational, communication and decision-making skills.
•       Ability to prioritize multiple projects and initiatives by balancing organizational needs, goals and resources.
•       Knowledge in planning events/meetings

ADDITIONAL SPECIALIZED KNOWLEDGE/SKILLS:

Must have excellent grammatical skills; an excellent professional, positive demeanor, both in person and online; and a strong collaborative focus.

ORGANIZATIONAL RELATIONSHIPS:

FLSA STATUS:  Full Time/Non-Exempt    

JOB DUTIES and RESPONSIBILITIES:

•       Works closely and effectively with the Executive Director to keep her/him well informed of upcoming commitments and responsibilities, following up appropriately.
•       Acts as liaison for the Executive Director with staff throughout the organization and exercises good judgment and discretion.
•       Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with professionalism.
•       Makes travel arrangements for the Executive Director and current NCBA leadership if needed.
•       Conducts research and prepares reports, forms, charts or other documents as requested.
•       Maintains an electronic filing/organizational system.
•       Works in a professional and focused manner to schedule internal and external meetings.
•       Take and publish meeting minutes
•       Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and presentations.
•       Communicates with board members on behalf of the organization.
•       Responds to inquiries and needs of board members in a timely fashion.
•       Assists in preparing agendas, prepares and e-mails board packets, coordinates details for meetings and other functions, maintains and updates minutes’ books and        files.
•       Schedules meetings and maintains calendar for board, executive committee, and board committees.
•       Prepares for meetings including ordering lunch, booking conference rooms, setting up technology.
•       Distributes meeting minutes, agendas, and meeting packages in a timely manner.
•       Creates and maintains a system to ensure dependable follow up of open items, along with a high level of organization and preparedness.
•       Other duties as assigned.

This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, telephones, etc. 

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to touch, handle, or feel; and see, talk or hear. The employee frequently is required to reach with hands and arms. The employee is frequently required to stand, walk, and occasionally required to stoop, kneel, couch, or crawl. The employee must occasionally lift and/or move up to 15 pounds.

Travel is required, using the employee’s personal vehicle (subject to authorized reimbursement) or use of the NCBA van (if available).

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.