Administrative Assistant

Administrative Assistant

Position Summary

The Administrative Assistant serves as a key member of the American Sheep Industry Association team by providing essential administrative, project management, and coordination support that advances the organization's mission and strategic priorities. This position requires a highly organized, detail-oriented professional who can manage multiple priorities, work independently with minimal supervision, and collaborate effectively across teams, committees, volunteers, and external stakeholders.

The ideal candidate is a proactive self-starter who thrives in a fast-paced environment, wearing multiple hats and helping in multiple areas of the association, communicates professionally, and enjoys supporting agricultural programs, member engagement, and industry events

All potential candidates should read through the following details of this job with care before making an application.

Responsibilities:

Administrative Operations

• Provide administrative support to the association senior leadership.
• Coordinate and schedule meetings, including notifying participants, preparing agendas, minutes, reports, presentations, and organizational documents.
• Manage calendars, meeting schedules, and organizational correspondence.
• Coordinate travel arrangements, itineraries, expense reports, and reimbursement documentation.
• Maintain electronic and physical documentation while ensuring accessibility, accuracy and confidentiality.
• Coordinate office operations and assist with day-to-day administrative functions.
• Provide administrative support for domestic and international program activities, including coordination with consultants, contractors, and project partners.

Project Management

• Coordinate multiple projects simultaneously while tracking deadlines, deliverables, and milestones.
• Develop project timelines and monitor progress to ensure successful completion.
• Prepare and distribute project updates and communications to keep all parties informed of progress and changes.
• Assist with the preparation of project proposals and presentations, including gathering necessary data and creating visual aids.
• Follow up with internal staff, committee members, vendors, and partners to maintain project momentum.
• Identify potential challenges and proactively recommend solutions.
• Assist in implementing strategic initiatives and organizational priorities.
• Assist with administration of grant-funded programs by tracking activities, maintaining documentation, monitoring deadlines, and supporting reporting requirements.

Event Planning & Member Engagement

• Assist in the coordination of logistics for conferences, annual meetings, educational programs, industry tours, board meetings, committee meetings, and industry events.
• Assist in managing registrations, attendee communications, venue coordination, catering, travel arrangements, and event materials.
• Assist in communications with vendors, exhibitors, sponsors, speakers, and participants.
• Coordinate travel logistics and reimbursements for speakers, consultants, and program participants as assigned.
• Support onsite event operations to ensure successful execution.
• Assist with member communications before and after events.

Communication & Member Services

• Respond professionally to member inquiries via phone, email, and other communication channels.
• Assist with preparation of membership communications, and promotional materials.
• Maintain project documentation and organizational records.
• Support committee communications and volunteer engagement.
• Represent the association with professionalism and exceptional customer service.

Technology & Office Systems

• Utilize Microsoft Office Suite—including Outlook, Word, Excel, PowerPoint, and Teams—to prepare reports, presentations, spreadsheets, meeting materials, and correspondence.
• Maintain organized digital records and shared files.
• Assist with online meeting platforms, registration systems, and basic database management.
• Learn and effectively utilize association management software, online grant management systems, and other organizational technology platforms.

Qualifications (Required):

• Associate's or bachelor's degree in Business Administration, Project Management, Office Administration, or a related field preferred; or equivalent professional experience.
• Three or more years of administrative, project coordination, or office management experience.
• Advanced proficiency with Microsoft Office Suite, particularly Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and time-management abilities with exceptional attention to detail.
• Ability to prioritize competing deadlines and manage multiple projects simultaneously.
• Ability to work independently while exercising sound judgment and initiative.
• Strong customer service orientation and professionalism.
• Preference for experience working with government funds and compliance.
• Experience maintaining personnel records, consultant agreements, and contracts.
• Experience monitoring FAS expenditures and preparing financials.

Qualifications (Preferred):

• Experience working with nonprofit organizations, membership associations, or agricultural organizations.
• Demonstrated experience arranging travel, planning and coordinating meetings, conferences, or organizational events.
• Experience supporting federally funded grants, grant administration, or compliance activities.
• Experience supporting volunteer committees or boards of directors.

The successful candidate will demonstrate:

• Exceptional organizational and project management skills
• Ability to anticipate needs and solve problems proactively
• Strong initiative with minimal supervision
• Excellent collaboration and teamwork
• Adaptability in a dynamic work environment
• Professional judgment and discretion when handling confidential information
• Strong follow-through and accountability
• A natural inclination to organize, prioritize, and track details, ensuring deadlines, grant requirements, and commitments are never overlooked.
• Commitment to providing outstanding service to members and stakeholders
• Positive attitude and willingness to take on new responsibilities

Physical Requirements

• Ability to sit for extended periods while performing computer-based work.
• Ability to occasionally lift and move materials weighing up to 25 pounds. xhyhwjd
• Occasional travel may be required to support association meetings, conferences, and industry events.

Location

Englewood, CO

Work type

On-site (required, full-time)

FLSA

hourly, non-exempt

Schedule

8:00 am- 5:00 pm, Monday- Friday

Pay

$ 27.00 - $29.00/hr Depending on Experience

Benefits

• Medical, dental, vision
• Paid time off
• Paid holidays