Essential Skills and Responsibilities:  

The Administrative Associate will report to the Vice President of Meetings and Events. In this role they will:

• Provide administrative support to ensure efficient operations for the Events Team.
• Perform a variety of complex administrative and clerical accounting duties, including:
• Managing and tracking travel expenses and reimbursements 
• Reviewing and tracking contracts and invoices
• Preparing, reconciling, and tracking expenses for invoicing
• Support coordinating travel arrangements for event attendees through an online reservation system, Travel Perk, and rooming lists.
• Provide polite and professional customer service, via in-person, phone, e-mail, and mail to build strong working relationships both internally and externally.
• Support events team with a variety of event related tasks as needed, including but not limited to, maintaining registration lists, preparing materials such as name badges, handouts, etc., assembling and tracking shipments, creating client reports, and researching gifts and giveaways.
• Maintain online filing systems as assigned.
• Identify and contribute to developing efficient process and workflow methods.
• Utilize, financial and timesheet software, Unanet, to: 

• • Support and track staff training;
  • Help develop training assets; and
  • Assist with tracking budgets.
• Support ad-hoc projects as needed.

Qualifications:

• Excellent time management skills with ability to effectively prioritize multiple tasks and be flexible in a changing and evolving environment. Detail-oriented and quality conscious.
• Exceptional interpersonal skills with the ability to engage and interact in person and virtually with internal and external clients at all levels. Communicates with a positive, "can-do" attitude and professional demeanor at all times.
• Attentive listener. Able to use tact and diplomacy in all communications.
• Critical and innovative thinker who is proactive in anticipating team needs and formulating solutions.
• Understanding of clerical procedures and systems such as record keeping and filing.
• Required: proficiency in Google Suite, Microsoft Suite, and Adobe Acrobat. Preferred: experience with Unanet or another financial/timesheet software.
• Motivated to learn and develop new skills. Able to learn quickly and apply new skills.
• Self-starter and ability to excel in a fast-paced, dynamic environment.

Education and Experience:

• Associates degree required; Bachelors degree in related field preferred.
• Three to five years of experience in an administrative role.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

To Apply

Please combine a cover letter and resume into a single file and send via e-mail (with subject line “Administrative Associate”) to jobs@collaborativecommunications.com. Resumes will be reviewed on a rolling basis, ideally before August 15, 2022. No phone calls please.

The statements in this description represent typical elements, criteria and general work performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills for this job. Collaborative Communications is an equal opportunity, affirmative action employer. It is a strongly held value of Collaborative that power and possibility are not limited by gender, race, class, sexual orientation, disability or age. All candidates will be evaluated on a merit basis.