Start date: On or about June 13 - INSA provides an excellent benefits package, including 100% of healthcare premiums, matching 401k, generous PTO and a close-knit small office working environment.
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
A nonprofit, nonpartisan organization, INSA brings together public, private and academic leaders from across the U.S. national security community to identify, develop, and promote practical and creative solutions to national security challenges. Our 160+ corporate members and 4,000+ individual members include current and former high-ranking intelligence, military and government leaders, analysts, and experts from industry and academia. INSA networking events, policy programs, and eight councils offer valuable opportunities for members to demonstrate thought leadership, engage with community leaders, and expand their professional networks.
