Administrative Assistant

Position Title – Administrative Assistant

Reports to – Office Manager

Work schedule – Full-time, On-site in Carmel, Indiana; Regular Business Hours: M-F 9am – 5pm

Experience required – Experience in Microsoft Office, managing a multi-line phone system, and database entry.

Location – Theta Chi Fraternity International Headquarters; 865 W. Carmel Drive, Carmel, IN, USA

Compensation – Full-time base salary commensurate with education and experience; Competitive benefits package including health, dental, vision insurance plan; 401(k) option

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Theta Chi Fraternity is seeking applicants for the position of Administrative Assistant. This position is responsible for a wide range of administrative and office support facilitating the efficient operation of the organization.

Primary Responsibilities include:

• Greet and direct visitors
• Primary phone coverage
• Open, sort and distribute incoming correspondence/mail
• Maintain electronic and hard copy filing system
• Prepare and modify documents including correspondence, reports, drafts and emails
• Database administration, including data entry and record maintenance
• Provide clerical support including tasks such as photocopying, scanning, preparing documents for mailing (including mail merges), and filing
• Assist with outgoing mail and shipping materials, including shipping supplies to off-site meetings and events
• Assist with awards preparations and work with award printing partner supplier
• Assist with shipping supplier documentation and preparing reports for finance staff
• Assist with researching and obtaining quotes from suppliers when requested
• Assist with fielding questions regarding academic scholarship applications
• Assist with state registrations and gift entry for Theta Chi’s charitable foundation

· Provide general assistance to multiple departments

• Perform other duties as assigned

Travel to biennial 6-day summer conference (frequently out of state) may be required.

Minimum Qualifications:

The successful candidate will be a self-motivated professional and team player with a passion for assisting college students and a desire to advance the mission of the organization. Candidates will demonstrate excellent interpersonal skills including, but not limited to:

• The ability to work well with students, alumnus volunteers, board members and colleagues,
• Strong written and verbal communication skills,
• Problem-solving abilities,
• Positive, “can do” attitude with a high level of customer service for both our members and fellow staff members

Candidates must have a valid driver's license. Candidates must be proficient in Microsoft Office and be able to learn the organization’s database system. Candidates should also have experience with managing files and records, answering phones, and knowledge of office procedures and terminology.

Compensation – Full-time base salary commensurate with education and experience; Competitive benefits package including health, dental, vision insurance plan; 401(k) option; paid holidays and vacation (PTO days).

About Theta Chi Fraternity – Founded in 1856, Theta Chi Fraternity is a men’s collegiate fraternity with more than 215,000 initiated members and has established 246 chapters throughout North America. Theta Chi’s mission is to develop college-age men into successful students, good citizens, lifelong brothers, and resolute leaders.

Application Procedure – To apply, please email a cover letter, resume, and salary requirements to: Leslie Swathwood, Office Manager

Please note “Administrative Assistant” on the email subject line.

No phone calls, please.

Application materials will be accepted until position is filled.