<p>Primary Function: Serve as receptionist and secretary for the AAEA. Administrative Assistant reports directly to the Assistant Executive Director.</p> <p>Major Responsibilities: 1.Serve as Receptionist for the Association: ?Answer all incoming calls in a friendly, courteous, and professional manner, assisting callers as needed ?Greet and assist visitors in a professional manner, making them feel welcome 2.Assist Certification Programs: ?Maintain Records of Certification Programs oDocument all professional development for the certification programs, entering data promptly following events, and maintaining accurate records ?Assist members with access to professional development documentation ?Prepare materials for conferences/training 3.General Office Duties: ?Process all incoming and outgoing mail in a timely manner and tend to postage meter as needed (add postage, download updates) ?Distribute incoming fax documents ?Order catering for meetings when requested ?Clean kitchen and board rooms after meetings, putting away food and emptying trash ?Keep refrigerator stocked and coffee made for meetings ?Maintain inventory of supplies, ordering as needed ?Request service calls for equipment ?Request service calls for facilities repair and other needed repairs ?Tend to building alarm and fire alarm as needed ?Maintain calendar for all meetings in AAEA building ?Prepare and mail plaques and other recognition materials as needed 4.Membership/Conference Registration: ?Assist with the following membership and conference items when needed, maintaining accurate data: log-in and password, member registration for conferences, sending invoices, and providing follow up ?Post all payments received, maintain accurate data, and balance the records ?Document professional development for AAEA conferences, entering data promptly following conferences and maintaining accurate records ?Assist members as needed with access to professional development documentation ?Prepare conference name badges ?Copy materials needed for handouts for conferences/meetings ?Prepare exhibitor packets for conferences with exhibitors 5.Conference Duties, Including the AAEA Summer Conference: ?Assist with conference registration ?Provide other assistance for summer conference as needed ?Gather information for retiring administrators for recognition at summer conference ?Oversee exhibit space and work with exhibitors at all conferences 6.Oversee Who's Who: ?Send emails to districts for updated information ?Gather and compile information from each school district and applicable education agency with up-to-date administrative changes ?Work with contractor who produces Who's Who throughout production process ?Proof Who's Who for accuracy 7.Perform other duties as assigned by the Assistant Executive Director or Executive Director</p>