Administrative Assistant - Part Time

Job Description

Job Description

Position:  Administrative Assistant

Hours: Approximately 20 hours per week, Monday – Friday; up to 25% travel, weekends and evenings required

Location: San Antonio, TX; in office required

Who We Are

Texas Trophy Hunters Association (TTHA) is the “Voice of Texas Hunting” and strives to unite all segments of the hunting community to promote, protect, and preserve Texas’ wildlife resources and hunting heritage for our future generations. For over 45 years TTHA has protected and preserved Texas’ wildlife resources for our future generations. TTHA continues to stand stronger than ever as a leader in the Texas outdoor community committed to provide education and entertainment for its members and supporters.

Over the years TTHA has earned the reputation for being the most prestigious and respected deer hunting organization in Texas and, today, this reputation is known beyond state lines. Head-quartered in San Antonio, Texas, TTHA focuses on providing the hunting and outdoor community with resources and education for not only deer hunting, but for all Texas hunting. As a member-based organization, TTHA offers a bi-monthly publication, The Journal of the Texas Trophy Hunters and our annual consumer shows, the Hunters Extravaganzas. Travel is required to trade shows and any events to increase membership growth. TTHA is a division of Safari Club International. 

Our Core Values — You are a HUNTER
At TTHA, our values guide everything we do. We seek candidates who embody our HUNTER mindset:

• H – Hunting Matters : We champion the importance and ethics of hunting and conservation.
• U – Uncompromising Integrity : We do the right thing, always.
• N – Never-Ending Growth : We are committed to continuous improvement and learning.
• T – Teamwork : We collaborate, support, and celebrate one another.
• E – Excellence : We hold ourselves to high standards in all we do.
• R – Respect : We treat everyone with dignity, fairness, and professionalism.

All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have some existing knowledge of TTHA’s current programs and mission and be passionate about hunter’s rights.

Summary

Performs administrative and office support activities. Responsibilities include fielding telephone calls, receiving and directing visitors, making travel and meeting arrangements for staff that do not have the ability to, word processing, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills.

Responsibilities

• Manages the Marketing and staff calendar.
• Prepare meetings, meeting agenda in advance, arrange meeting facilities and meals as required. Act as recording secretary; prepare action minutes.
• Answer phones and direct all incoming calls to appropriate party promptly and efficiently. Arrange "callbacks" to protect supervisor’s time. Provide back-up materials for callbacks. Route calls elsewhere as needed. Update mail/phone directories.
• Screens visitors to control interruptions; manage “drop-in’s” or unsolicited visitors. Provide back-up data as needed. Arrange amenities as needed. Schedule visits away from supervisor’s area to protect priority/private tasks. Interacts with the SCI/SCIF office and serves as a liaison with SCI/SCIF office administrative staff.
• Arrange travel schedules and reservations for executive management as needed, through internal or outside agents or for employees that do not have a credit card. Prepare itinerary, trip file and supplies.
• Receives, reconciles, and processes expense reports for the CEO. Processes department’s purchase orders. 
• Maintains all operational service contracts for professional services, maintenance and service agreements equipment leases and purchases and project contracts. 
• Communicate and handle incoming and outgoing communications on behalf of the organization.
• Review and summarize miscellaneous reports and documents; prepare background documents. Compose correspondence/reports for own or manager’s signature.
• Process replies on own initiative or from supervisor’s dictation or notes.
• Check deadlines on incoming requests and put preliminary work in play.
• Process daily mail, both incoming and outgoing; arrange essential mail in priority action order for supervisor.
• Conduct research as required for specific projects. Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
• Order office supplies.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs.
• Assure discreet and confidential handling of all business.
• Mails all TTHA invoices for The Journal along with any mailout packets or magazines.
• Keeps track of Bills/Monthly Statements and submits to accounting for payment. Receives all request for payments and submits to SCI Accounting weekly along with keeping a log to make sure payments are getting paid 
• Receives all incoming mail and electronically deposits checks. Makes copies and applies payments in system for checks that are received. Keeps a payment binder/log for all TTHA payments (incoming)
• Serves as the membership point of contact for change of address request, missing journal copies, etc.
• Performs other duties as assigned. Attends meetings and events, including the Hunter’s Extravaganzas, as appropriate.

Qualifications

• High School Diploma and 3 years of experience in a role directly related to administrative support.
• Proficient with Microsoft Office Suite software, to include OneDrive, SharePoint, Teams with an ability to become familiar with SCI or TTHA-specific programs and software. 
• Demonstrated excellence in verbal and written communication skills, interpersonal and customer service skills, organizational skills and attention to detail. 
• Strong interpersonal and communication skills.
• Ability to take initiative and work independently in a team environment.
• Ability to solve problems and make decisions on routine matters based on specified guidelines.
• Ability to manage multiple tasks simultaneously, keep all tasks on schedule, and adapt to change easily. 
• Ability to organize systems and prioritize assigned tasks optimally and take initiative on tasks where required. 
• Valid Driver’s License 
• Hunter’s preferred.
• Valid driver’s license with ability to be insurable on SCI policy

TTHA is an Equal Opportunity Employer.