ASSOCIATED BUILDERS AND CONTRACTORS - greater tennessee chapter OFFICE

Position Title:	Administrative Assistant
Location:	Nashville, TN

To apply, send resume to Clay Crownover - [email protected].

The Administrative Assistant will be responsible for managing the reception function of ABC, promoting office management support for the organization, and supporting the needs of the office. The position will serve in a support role helping to ensure the office runs smoothly, and completes ad hoc project requests that come from throughout the organization. The reception function includes answering and directing incoming calls, greeting and instructing visitors, managing outlook calendars, picking up and distributing mail as needed in a backup capacity to the Office Manager, ordering food for office functions, and other administrative duties. Project support can include various activities including online research, event assistance, record keeping and other administrative projects.  

DESCRIPTION OF DUTIES 

Responsibilities

Answer and direct incoming calls and inquiries.

Maintain telecommunication system by following instructions for house phone and console operation.

Welcome visitors and guests by greeting them in person.

Direct and give visitors instructions by referring to employee and department directories.

Schedule appointments and utilize Outlook calendars.

Manage the office conference room and scheduling.

Order food for office functions and assist with clean up when necessary.

Be back-up support for setting up the conference room tables, chairs, and divider walls.

Receive shipments and deliveries, and be able to address questions about the postage machine and mailing process.

Pick up and distribute mail. 

Order supplies like coffee, food, and beverages for staff meetings.

Make phone calls to members on sponsorships.

Update the bi-weekly Bid List.

Maintain data for the company email database.

Research and gather information from databases and the internet.

Generate various reports in excel.

Provide administrative support to the President/CEO and the Chapter Education Director.

Project work as needed.

Specialized Skills

Customer service experience.

Computer skills in Microsoft Office including Outlook, Excel, Word, and PowerPoint. 

Qualifications

A minimum of an Associate degree or equivalent experience. 

Experience Required

2-3 years of experience.

POSITION REQUIREMENTS
To achieve our mission, we hire energetic and fun-loving individuals who possess the following skills:

Professional demeanor and presentation of self.

Ability to communicate and work effectively with a variety of different people.

Organizational awareness and resourcefulness with an understanding of whom to engage for resolving issues.

Ability to organize and manage several priorities simultaneously while working under pressure and deadlines.

Writing and verbal skills.

Self-starter and highly organized.

Coordination of projects, meetings and/or events a plus.

Strong organization, multi-tasking and time management skills. 

Effectively utilizes tools/resources to work efficiently. 

Ability to take ownership of a process and to use problem-solving skills to resolve issues.

Demonstrates the highest level of personal and ethical standards.

Work accurately with close attention to detail.

IMPORTANT NOTICES

Nondiscrimination
It is the continuing policy of ABC to take affirmative action to assure equal opportunity for all current and prospective employees without regard to race,color, national origin, ancestry, age, gender, gender identity or expression, sexual orientation, personal appearance, marital status, familial status, family responsibility, pregnancy or other pregnancy-related conditions, childbirth, disability, military/veteran status, citizenship status, religion
or political affiliation, past convictions or incarceration, prior psychiatric treatment, or any other status protected by federal or state law, local ordinance or Executive Orders. ABC is an Equal Opportunity Employer.

Disability Specifications
ADA: ABC will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

Physical Demands
While performing the responsibilities of the position, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers, to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and to stoop, kneel, crouch or crawl. Vision abilities required by this job include close vision. Must be able to lift and carry 25 pounds.  

Work Environment
This position is performed in a typical office environment. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate.