Job Description
About the Role
The Office and Meetings Administrator is responsible for performing executive-level administrative and clerical duties for the organization. The Office and Meetings Administrator handles fulfillment of all educational materials and branded literature including new subscriber welcome packets, reference guide materials, and general organizational brochures. Their responsibilities include managing Board meeting planning, organizing and managing inventory of brochures/materials, acting as front desk receptionist, scheduling meetings, and assisting with building maintenance coordination.
Responsibilities
Educational Materials and New Subscriber Packet Fulfillment:
- Manage the mailing/emailing of new subscriber welcome packets for all AlphaNet programs (Prolastin Direct, CSL Behring, Takeda, REACH, and AlphaNet Canada).
- Manage the ordering and mailing of business cards, AlphaNet letterhead/stationary, and brochures to AlphaNet Coordinators or Program Managers, upon request.
- Manage the mailing/emailing of all requested educational materials to subscribers, healthcare providers, support groups, and general public.
- Maintain inventory and ordering of promotional items, educational brochures (including printed Skinny Little Reference Guides, REACH brochures, AlphaNet general brochures, and AlphaNet Canada materials) and all branded literature.
- Maintain inventory at AlphaNet’s off-site educational materials storage facility.
- Organize mailing of Patient Satisfaction Surveys.
- Coordinate mass mailings, filling, and provide administrative assistance as requested.
- Coordinate the mailing of all Education Day and National Conference booth materials (promo items, brochures, literature stands, etc.).
Board of Directors Liaison:
- Coordinate (with CEO and Communications Director) the scheduling of AlphaNet Board Committee meetings (Investment Committee, Strategic Planning Committee, Audit and Finance Committee, etc.).
- Prepare and mail/email materials for AlphaNet Board of Directors Meeting.
- Complete all Board meeting minutes, including Board committee and subcommittee meeting minutes.
Administrative and Office Building Liaison Duties:
- Assist the CEO, Director of Human Resources, Director of Communications, and Director of Finance with tasks including data entry, filing, mailing, fulfilment, and research tasks, as needed.
- Assist the Communications Department with virtual and in-person and virtual training meeting planning, logistics, and on-site coordination.
- Manage ordering of all office supplies.
- Work with CEO on administrative tasks, as needed.
- Manage ordering of all business cards.
- Act as primary liaison with property managers for 3300 and 3310 Ponce buildings.
- Coordinate with property managers to schedule maintenance and repairs for both buildings.
- Coordinate with Alpha-1 Foundation Operations and Outreach Manager on building issues and distribution of office information relevant to both organizations.
- Assist other AlphaNet departments (Accounting, IT) with administrative work, as needed.
Qualifications
- Associate degree required; Bachelor degree preferred.
- 1-3 years of relevant experience in an office setting, preferably in an administrative or clerical role.
- Excellent computer/typing skills and proficiency with Microsoft Office Suite.
- Adobe Suite experience a plus.
Required Skills
- Possess excellent interpersonal skills, communication skills, typing skills, and ability to work with computers and phones.
- Demonstrate excellent social and listening skills, accuracy, empathy, and understanding.
- Exhibit good organizational and time management skills with an ability to problem solve, be task and detail oriented.
- Complete work on time and keep accurate records while demonstrating good customer service skills and maintaining confidentiality.