Career Center

The INSA Office Manager/Administrative Assistant is responsible for the day-to-day support of the INSA Leadership Team. The responsibilities specifically include:

• Answering telephone including providing notification to appropriate staff and following up on questions when appropriate
• Develop and implement office policies and procedures
• Maintain the office and executive team calendars
• Provide assistance to outside IT support as needed
• Assist with planning, preparing materials, and successful execution of Board of Directors Meetings (4 times a year), Advisory Committee (5 times a year), and INSF Board of Trustees (Three times a year)
• As requested, updating and/or maintaining database information on INSA members
• Supporting membership and event activities, including on-site support at event venues
• As requested, assist with INSA’s accounting, financial reporting, and accounts payable functions
• Sort and dispatch mail and prepare materials for distribution and mailing
• Maintaining a current stock of office supplies
• Assist the staff, as necessary, in creating briefings and other materials
• Provide support and backup for other staff as needed
• Schedule and coordinate travel arrangements for the INSA executive team
• Manage hard copy and electronic files and records
• Coordinate janitorial and maintenance services
• Ensure a neat and orderly office environment
• Organizing small company meetings (i.e. A/V and catering)
• Greet internal and external guests

The Office Manager/Administrative Assistant is responsible to the President, Executive Vice President, and Vice President of Administration and Management for general and overall guidance and tasking.

• The Office Manager/Administrative Assistant must be an energetic, enthusiastic self-starter who can accept responsibility and carry out tasks with minimal management
• This individual must have excellent interpersonal and organizational skills, with the ability to interact with individuals at varying professional levels
• This person must be able to work under short deadlines and prioritize work tasks, often de-conflicting
• Individuals must have experience in creating and editing written material and must have a thorough working knowledge of supporting computer software, including Microsoft Word, PowerPoint, Outlook,
• Previous experience, knowledge, and comfort level managing small office IT is a bonus!
• Experience with Salesforce (or other association membership software) a plus
• Bachelor’s degree and 1-3 years of previous administrative experience