The Administrative Assistant performs general administrative work in support of the human resources, meetings and events and office services function of CAIA Association. The Administrative Assistant should possess strong skills in developing, maintaining, and improving organization and office-wide systems. The Administrative Assistant should have an eagerness to learn, prefer to work independently, and have an enthusiasm to learn new things and take on new projects. The Administrative Assistant position requires the highest degree of professionalism, poise and ability to treat sensitive materials confidentially. Attention to detail and ability to multitask are critical. This position will be involved in every facet of the Operations Department’s work at CAIA Association and may also provide administrative support as directed by the Managing Director of Operations.
Administrative Assistant Job Responsibilities
- Support the day-to-day operations of CAIA Association headquarters including maintenance of the conference rooms, the kitchen, lighting, recycling, and general work spaces as well as the cleaning contract.
- Procure, maintain, and organize all office supplies to meet work demands of CAIA staff
- Monitor office supply budget to ensure that it is in budget
- Conduct selection and maintenance of all equipment
- Act as primary liaison with building maintenance
- Work with IT to provide employee assistance with telephones, cell phones and office copier
- Serve as finance support by assisting with accounts payable as needed
- Assist with emergency planning procedures and training
- Apply and secure Notary Public License from the State of Massachusetts
- Ensure that the office copier is stocked with paper and toner and is ready for use each morning
- Act as the secondary liaison to FedEx, UPS, and USPS
- Assist with general office functions as required
Meetings and Events
- Function as logistics lead for social activities for annual strategy week. This includes vendor selection, staff travel, registration logistics, onsite vendor management, seating logistics and closing out the event (bill reconciliation, debrief, history maintenance, etc.)
- Function as staff travel coordinator for employees visiting CAIA headquarters.
- Organize all CAIA Association office specific social gatherings (monthly birthdays, lunches, farewells, etc.)
- Coordinate and organize the staff holiday party
- Provide support to the Operations department to ensure that the department is well managed and organized to support organizational activities and goals
- Answer general reception phones
- Welcome visitors and direct them to the appropriate person or department
- Other projects as assigned by the Managing Director of Operations
About the CAIA Association
The CAIA Association is the world leader in alternative investment education, offering the only education program uniquely designed for individuals specializing in institutional-quality alternative investments. The Association is best known for the CAIA Charter, an internationally-recognized credential granted upon successful completion of a rigorous two-level exam series, combined with relevant work experience. Earning the CAIA Charter is the gateway to becoming a Member of the CAIA Association, a global network of more than 9,000 alternative investment professionals located in more than 90 countries. CAIA also offers the Fundamentals of Alternative Investments Certificate Program (”Fundamentals”), an introductory-level online course, designed to provide a foundation in the core concepts in alternative investing. This program represents a natural extension of CAIA’s mission to provide solutions to specific market needs for alternative investment education.
CAIA Association is an Equal Opportunity Employer (EOE).
- Bachelor’s degree
- Strong PC skills including MS Office (Outlook, Word, Excel, PowerPoint), Internet research experience, a basic knowledge of any Content Management System (CMS) and basic PC troubleshooting
- Strong organizational skills and the ability to handle multiple projects
- Excellent written and oral communication skills
- Excellent customer service skills
- Ability to work with minimum supervision
- Ability to maintain good interpersonal relationships
- Ability to lift at least fifty pounds
- Some travel required
- A positive attitude and an earnest interest in providing good customer service to our members and partners