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

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.
• 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