American Arbitration Association

Administrative Assistant

Job Location(s) US-CA-Los Angeles
Job ID
Administrative Asst-LARO-AL
Category
Administrative/Clerical

Overview

The American Arbitration Association (AAA), the leading provider of alternative dispute resolution (ADR) services, is seeking an Administrative Assistant who will be responsible for providing receptionist and administrative support to the regional office, and serving as a back-up for administrative personnel. Reporting to the Regional Vice President, the Administrative Assistant will use independent judgment to prioritize and organize a workload dealing with a diverse group of important external and internal contacts. This position is located in our Los Angeles Regional Office.

 

Named as one of the 50 best nonprofits to work for by the Non-Profit Times in 2019, 2020, and 2021 our employees enjoy rewarding careers in a fast-paced, results-driven environment. We offer a competitive compensation package, including incentives. Eligible employees also participate in a comprehensive benefits program that includes medical, dental, and vision coverage, a student loan contribution program, a 403(b) savings and retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits.

Responsibilities

The ideal candidate will possess a comprehensive administrative and clerical, and office work operations skillset, including general corporate, not-for-profit, or other organizational experience, with a demonstrated ability to interact and work with individuals at all levels internally and externally. Primary responsibilities include the following:

 

  • Maintains office supply inventories by actively monitoring inventory levels, verifying product deliveries, and maintaining accurate division accounting of supply inventories.
  • Maintains the calendar of hearing rooms and processes all reservations.
  • Keeps the reception area, staff lunchroom, public café and other areas of general use organized and tidy.
  • Schedules and organizes meetings, travel, conferences and department activities for staff.
  • Writes correspondence and prepares documents/paperwork, prepares internal documents for dissemination among staff members, document submissions to corporate office, etc.
  • Conducts follow-up on work activities to meet deadlines and responds accordingly to time sensitive matters.
  • Assists and coordinates planning for special presentations and various other LA Regional Office meetings and events (makes room arrangements, sends invitations, and liaises with related external and internal parties).
  • Acts as first line of support for office staff with software, equipment, and network connectivity issues; actively participating in the relocation of computers/equipment in preparation of staff moves; applying computer configuration setting; maintaining equipment inventory databases with accurate information. Collaborates with IS Department on technical issues and liaises with outside vendors.
  • Operates the office mail system; open, date stamp, and distribute incoming office mail; prepare packages for UPS/FedEx pickup.
  • Assists with case administration duties to support staffing shortages and large caseloads by drafting and transmitting correspondence to parties, case data entry and maintenance, as well as other case administration duties across all divisions.

Qualifications

Education & Experience: High School diploma or GED; and 1-2 years of progressive experience in an administrative support capacity; or an equivalent combination of education and experience.

Language Skills:  Ability to read and interpret documents such as legal files, business correspondence and procedure manuals; ability to write routine reports and business correspondence; ability to speak effectively, both in person and by telephone, to customers, attorneys, arbitrators, mediators and employees of the organization.

Mathematical Skills:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs; ability to understand and interpret statistical reports, financial/fee schedules, data charts and graphs.

Computer Skills: Intermediate proficiency in Microsoft Outlook, Word, Excel, and creating and managing spreadsheets and database functions

 

The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.

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