Job PurposeResponsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.
Essential Duties and Responsibilities
Provides direct, comprehensive operational support and administrative assistance to the President.
Regularly performs significant and recurring administrative and operational tasks with high degree of initiative and independence, and with great attention to detail on numerous projects.
Draft and implement Standard Operating Procedures for administrative processes.
Oversee onboarding of new staff, including part-time and temporary employees.
Establish and monitor procedures for record keeping and approve biweekly payroll, ensuring security, integrity and confidentiality of data.
Design and implement office policies and procedures, including receipt and recording of member dues and other payments received.
Work with accounting department to monitor accounts payables and receivables for accuracy.
Review company credit card monthly statements and other company expenditures to ensure independent verification of payments.
Assist President in development of annual departmental budgets; collaborate with accounting to produce budget materials for consideration by the Board Finance committee and Board of Directors.
Negotiate contracts and oversee contractors to ensure proper functioning of phones, computers, color copier, and other business support functions.
Monitor and maintain office supplies inventory, including reviewing and approving office supply acquisitions.
Act as primary liaison with building management and oversee facility improvement work.
Other duties as assigned.
Assists in organizing and managing events of three Board level committees (Finance, Operations, and Strategic Planning) including scheduling, preparing agendas and materials, and taking meeting minutes.
Participates in the implementation and management of events and meetings by conducting regular planning meetings and maintaining established timelines.
Negotiates contracts and manages relationships with hotels and other vendors for events and meetings
Continuously monitors and manages the efficiency and effectiveness of assigned projects, service delivery methods, and procedures; manages and monitors workload..
Reports to President on project status, developments and opportunities.
Provides overall project management including; communication with association members, committees, including proofing, reviewing, formatting, and editing documents.
Other duties as assigned.
Eight or more years of work experience in office management.
Strong proofreading, editing and project management skills.
Excellent computer skills including Microsoft Office, internet research, member data bases and other meeting management-related software programs.
Detail oriented, ability to multi-task and balance competing priorities.
Ability to work under pressure and work collaboratively with other team members in a small office.
Strong leadership and organizational skills, with the flexibility to work with different aspects of the association.
Excellent written and verbal communication skills.
About International Liquid Terminals Association
The International Liquid Terminals Association (ILTA) is the only North American-based association dedicated exclusively to serving companies providing storage and transport logistics of bulk liquids, including fuels, chemicals, food and agricultural products. With over 1500 facilities nationwide, liquid terminal companies form a vital link in supply chains enabling international trade and interstate commerce. ILTA member companies are committed to delivering safe, secure, and responsible operations to the benefit of consumers, customers, workforce, local communities, and the national economy.
ILTA is a small, dynamic workplace with bright and talented individuals that work closely together to deliver high value to our member companies. ILTA team members have an opportunity to develop their skills, think creatively, and innovate along with the organization. As a small staff organization, ILTA supports a collaborative working environment and recognizes the importance of each position’s value in meeting organizational goals. This is a workplace that supports a healthy work/life balance. ILTA offers a competitive compensation package including health, dental, and life insura...nce; paid time off; 401(k) plan with match after one year of service; life and long-term disability insurance; and more. To apply, send a cover letter, resume, and salary range to email@example.com.