POSITION OBJECTIVE: Provide office operations administrative and project support. Including coordinating internal meetings and events, managing vendor relationships, maintaining operational documentation and training protocols, and providing comprehensive support to staff, visitors and management.
REPORTS TO: Director, Office Operations
LOCATION: Washington, DC; Eligible to earn 2 telework days/week
SALARY: $55,000 - $65,000 annually
DUTIES AND RESPONSIBILITIES:
Serve as main point of contact for office-related requests from staff
Serve as main point of contact for building operations and in-office catering needs, including but not limited to, Boston Properties Portal, Collins Interiors, Grub Hub and other vendors and suppliers as necessary
Maintain & update manuals for the Office Operations Team, including, but not limited to, the Front Desk Guide, General Office Procedures, Internal Meetings Booking Policy, Conference Pantry Policy, AFBF Conference Calendar Process and Procedures Guide and Conference Room Operations Guide Research
Set up vendor meetings for Director, Office Operations.
Collaborate with Office Services Coordinator to manage and setup meetings.
Monitor the AFBF Meetings Inbox: Receive, reserve and file all meeting requests. Follow up with program staff as needed.
Research, coordinate and prepare meeting contracts for review and approval by manager
Serve as main point of contact for Egencia Travel management tool and procedures
Train and onboard new administrative assistants on front desk operations, conference room management, travel procedures, and office protocols.
Manage logistics and provide on-site coordination and support for AFBF Board Meetings and internal meetings as directed, including meetings and visits with state Farm Bureaus and other outside parties.
Process and code vendor invoices using Beanworks Accounts Payable software
Conduct general research and analysis of topics related to office operations, internal meetings and other applicable topics
Provide relief and back-up assistance to the front desk on a rotating schedule with other support staff
Provide back-up support to the Office Services Coordinator
Provide on-site assistance at the AFBF Convention
Other duties as assigned
RELATIONSHIPS:
Work daily with all AFBF staff. Communicate and collaborate with state staff and outside vendors as needed.
EDUCATION OR TRAINING REQUIRED:
Associates degree or equivalent experience
EXPERIENCE AND SKILLS REQUIRED:
Minimum two years of experience in a professional environment
Proficient with Microsoft Office and other office software
Detail oriented and organized; task oriented with a “can-do” attitude
Self-directed, takes initiative
Ability to collaborate with staff from all departments to accomplish tasks
Basic understanding of AV equipment in conference rooms
Experience with meeting and event logistics
PREFERRED EDUCATION/EXPERIENCE/TRAINING/SKILLS:
Farm Bureau work experience a plus
Proficient with Egencia Travel management software (other travel software such as Concur is acceptable)
Experience with database programs
OTHER REQUIREMENTS:
Ability to work occasional overtime on a project need basis
Ability to travel 2 to 4 times a year
TO APPLY: Please submit a resume and cover letter.