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Job Admin WEB

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Administrative Assistant Job Description 

Duties, Responsibilities, and Authorities 


  • Safeguards confidential information as it applies to the daily functions of the association and members. 
  • Provides security for all files, legal and historical documents, membership, and mailing lists. 
  • Front office cleanliness 
  • Mail Open and sort. 
  • Office supplies and kitchen fridge restocking 
  • Answer the phone and greet guests on arriving. 
  • Prepare the meeting room for each meeting. 
  • Manage the voicemail system. 
  • Room Cleanliness and sanitization after meetings 
  • Trash Removal throughout office, meeting rooms, and bathroom. 

 Councils & Committees  Assigned specific councils and committees. 

  • Reach out to chairs and get agendas 1 week in advance. 
  • Weekly meeting reminders 2 weeks in advance 
  • Take notes and create minutes, send to chairs for approval or edits.  Send approved minutes to the committee members. 
  • Work with chairs to plan, organize, and direct committee events. 
  • Promotes interest and active participation to members in the association’s activities. 
  • Prepare packets for attendees (include minutes and agendas, plus any other requested information for that council or committee) 
  • Keep accurate filing for all committees and meetings.  The Executive Officer should be able to obtain information when needed, so accurate and organized filing is necessary. 

Events & Programs Support 

  • Keep record of attendees. 
  • Prepare agendas as needed. 
  • PowerPoint presentation with information of event and sponsors logos. 
  • Print name badges, if requested.  
  • Review contract, order food and room arrangements. 


  • TV presentation 
  • Trailer rentals and calendar 
  • Assist the Executive Officer as needed. 
  • Some early morning and evenings (with adequate notification) 
  • Treats all members equally and is respectful. 
  • Make up new member gifts and may be asked to deliver on occasion. 
  • At all times represents the SRVBCA in a professional and courteous manner. 
  • Reports to the Executive Officer  
  • Create a constant monthly newsletter, reach out to members and sponsors, if needed. 
  • Helps maintain assigned SRVBCA social media outlets. 
  • All other duties as assigned.