Administrative Assistant

Company Overview: The American Anthropological Association (AAA) is a distinguished and dynamic organization at the forefront of advancing the understanding and appreciation of human cultures, past and present. Established in 1902, the AAA has played a pivotal role in shaping the field of anthropology, serving as a hub for scholars, practitioners, and enthusiasts dedicated to exploring the diversity of human societies. 

Our mission is to promote scholarly research, foster intellectual exchange, and advocate for the importance of anthropology in addressing global challenges. The AAA is committed to supporting anthropologists in their pursuit of knowledge, facilitating collaboration across diverse subfields, and promoting the ethical practice of anthropology. 

Job Summary: The Administrative Assistant at the American Anthropological Association is responsible for overseeing and coordinating daily administrative activities to ensure the smooth and efficient operation of the organization. This role involves managing office resources, facilities, supporting staff, implementing organizational policies, overseeing contracts with external partners, and effectively managing expenses. 

Key Responsibilities: 

Calendar Management: 

• Effectively manage the executive team calendars, scheduling and coordinating meetings, appointments, and events.                                                     
• Prioritize and communicate schedule changes as needed, ensuring optimal use of executive teams’ time. 

Meeting Support/Project Management: 

• Prepare and distribute meeting agendas, materials, and follow-up action items.
• Attend meetings, take minutes, and provide timely summaries to the executive team.
• Assist in prioritizing and managing tasks to ensure deadlines are met.
• Proactively identify opportunities to streamline processes and improve efficiency. 

Mail Processing: 

• Receive, sort, and distribute incoming mail and packages to the appropriate staff.
• Process outgoing mail, including the preparation of packages, and coordinating shipments. 

Information Management/Record Keeping: 

• Maintain organized and up-to-date electronic filing systems.
• Manage confidential information with discretion and professionalism.
• Maintain a database of contracts and monitor expiration dates.
• Collaborate with relevant departments to ensure compliance with contractual obligations. 

Facilities Management: 

• Oversee office space utilization and coordinate office maintenance.
• Manage office supplies, equipment, and furniture procurement.
• Creates and maintains office electronic equipment inventory and communicates requirements to Deputy Executive Director
• Establish, implement, and maintain office safety and emergency policies and procedures. 

Staff Support/HR Administration 

• Provide administrative support to staff members.
• Assist in onboarding new employees and facilitate training.
• Manage personnel records and HR-related documentation.
• Assist in the recruitment process, including posting job openings and scheduling interviews.
• Support employee relations and address basic HR inquiries.
• Coordinate employee benefits and ensure timely processing of payroll. 

Financial Administration: 

• Assist in budget management and efficient expense tracking.
• In collaboration with the controller, process accounts receivable (AR) and accounts payable (AP).
• Monitor AR aging report and follow-up on collections as required.
• Monitor and control expenses to ensure they align with the budget. 

Governance Management and Volunteer Support:  

• Assist in the coordination and preparation of materials for board and committee meetings.
• Maintain accurate records of governance-related documents, resolutions, and policies.
• Facilitate communication between executives and governance bodies.
• Liaise between AAA staff and the Awards and Nominations committee.
• Coordinate the submission and review process for awards and nominations.
• Coordinate logistics for committee meetings, take minutes, and distribute action items. 

Business Compliance: 

• Ensure adherence to local, state, and federal business regulations.
• Monitor and update organizational policies to align with compliance requirements.
• Collaborate with legal advisors to address compliance-related issues. 

Other: 

• Provide staff support for AAA Board Committees/Commissions as assigned.
• Assist with planning and executing the AAA Annual Meeting.
• Stay up to date with nonprofit operational best practices and make recommendations and improvements based on industry standards.
• Other duties as assigned 

Requirements:

• Two years of experience as an administrative assistant or similar role. 
• Excellent organizational and time-management skills. 
• Strong written and verbal communication abilities. 
• Proficient in Microsoft Office Suite and other relevant software.
• Ability to multitask and prioritize tasks in a fast-paced environment. 
• Discretion and confidentiality are essential.