12 October 2021
Administrative Assistant

Administrative Assistant
Our client, a longstanding organization, has engaged ttg to find an Administrative Assistant to one of the most senior members of the organization.  Looking for a jovial, organized professional, with business acumen and gravitas to deal with the C-Suite level, and key external stakeholders.   You will be organized, able to manage projects, and able to prepare presentations for key internal and external clients.
Job purpose
Responsible for providing day‐to‐day administrative and office support. Position will provide substantive support for special assignments and projects. Provides support to internal and external customers.
Duties and responsibilities/essential function
  • Office/Administrative Support
  • Day‐to‐day clerical tasks, including filing, copying and distributing mail and other documents.
  • Handles correspondence.
  • Supports internal meetings, in terms of set‐up and logistics.
  • Supports external meetings, i.e., Board Committee Meeting, in terms of hotel selection and contract negotiation, as well as catering menu for distinguished participants.
  • Coordinates the ordering of office supplies.
  • Prepares POs and other documents.
  • Assists with document preparation to support various Committees, as necessary. 
Special Projects/Assignments:
  • Provides administrative support related to the preparation of the organization Strategic Plan.
  • Provides support for the execution of societal seminars, including application set-up, promotion of program and organizing final list of applicants to be considered.
  • Provides support as needed to the organization various committees.
  • Supports the company’s Leadership Seminars, i.e., maintains the attendee list, hotel selection and contract negotiation, as well as onsite liaison, pre-program communication to attendees, evening event selection and coordination, transportation for attendees to/from Company and evening events, onsite catering, and post-Seminar results book and distribution to attendees.
  • Gathers data to provide background on projects.
  • Other assignments as given.
Customer/Members Support:
  • Processes applications and assists with other tasks to support the Membership Department.
  • Assists with tasks related to external stakeholders.
  • Sort returned mail and make corrections and notes in membership database.
  • Assists with preparation of member milestone award announcements and distribution of certificates.
  • Provides administrative assistance to support annual Conferences.
  • Other duties as necessary. 
  • A minimum of 3‐5 years of office/administrative experience.
  • Ability to adapt quickly to changing priorities, solid work ethic.
  • Strong communication and multi‐tasking skills.
  • Excellent organizational and problem-solving skills. Excellent computer skills – Excel, Word,
  • PowerPoint. Ability to work independently and exercise high level of discretion and sound
  • judgement. Travel 2‐3 times a year may be required.
Working conditions
  • Must be able to do limited travel, less than 5%, i.e., stay at local hotel during the annual Leadership Symposium to assist with logistics and evening events.
  • Must be able to utilize office equipment such as desktop/notebook computers, copiers, printers, scanners, telephones, and calculators. 
  • The noise level in the work environment is usually moderate. 
Physical requirements
  • The ability to sit, stand, walk and use hands and fingers to operate a computer keyboard, mouse, and telephone to talk and hear. 
  • The ability to frequently sit and reach with hands and arms. 
  • The ability to occasionally lift and/or move up to 20 pounds.

At ttg, “We believe in making a difference One Person at a Time,” ttg OPT.