Operations Administrator

LOCATION: Onsite, M-F, full-time

SUMMARY: Provides planning and operations support to the NRA Assistant Secretary/Office of the Secretary to ensure smooth operations in the Secretary's office. Some tasks require reporting to the Office of the Treasurer as well.

ESSENTIAL RESPONSIBILITIES:
1. Meeting logistics (Annual Meeting and Board of Director meetings):
a. Works with the Assistant NRA Secretary to prepare and execute Official Notices for NRA Board of Directors, NRA Board of Director Committees and Annual Meetings in an accurate and timely manner.
b. Handles preparation and maintenance of records such as notices, minutes and resolutions for Board of Directors' meetings as directed.
c. Provides support to the Assistant NRA Secretary throughout the Nominating Committee Process to include the dissemination of the appropriate correspondence, as well as the preparation of notices and articles pertaining to the Board election that appear in the Official Journals.
d. Coordinates with the Assistant NRA Secretary to prepare the Secretary for the Committee on Elections meetings to include the preparation of materials and setting up presentations and site visits.
e. Manage Official Family meal planning for Board of Directors meetings and the NRA Annual Meetings.
f. Monitor and track contracts and addenda for Annual Meeting. Prepare Annual Meeting Contact List in an accurate and timely manner.
g. Attend pre-convention meetings prior to the Annual Meeting to establish contact with relevant parties at the host headquarters hotel and convention center to discuss catering and event setups.
h. Plan and oversee food and beverage at the designated Convention Center events during the NRA Annual Meetings, specifically for the vote counters and officers at the Annual Meeting of Members.
i. Assist the Assistant NRA Secretary in preparing for the committee assignment process that can include: the distribution of preference sheets; recording the data submitted on said preference sheets; and preparing the appropriate notifications of committee assignments.
j. Create the NRA Official Directory to prepare for printing and provide Official Directory updates in an accurate and timely manner.
k. Order the Oldest/Youngest NRA Life Member plaques utilized at NRA Annual Meetings.
l. Serve as the office manager for off-site meetings: provide assistance, as requested, to support NRA Board and Official Family onsite during NRA Board of Directors meetings as well as NRA Annual Meetings;
m. Update and post current Board of Director bios in an accurate and timely manner.
n. Contribute to and update the Office of the Secretary project timeline.
o. Maintain/monitor/order BOD name badges, BOD and Officer lapel pins.
p. Organize tours for award winners
. 2. Financial processing:
a. Initiate check requests and purchase requisitions in an accurate and timely manner.
b. Consolidate Annual Meeting invoices for budget consideration and provide financial coding for such invoices in an accurate and timely manner.
c. Prepare monthly credit card reconciliations for all cardholders. Collect and review receipts (ensuring IRS compliance) and appropriate G/L coding to be used for the purpose of reconciling the monthly bill for processing by FSD after approval by the Managing Director of Finance. Research and trouble shoot before forwarding to the Managing Director of Finance.
3. Communications/Office Administration Management:
a. Produce error-free projects and documents initiated by the Office of the Secretary.
b. Write, edit and finalize correspondence.
c. Create publications, as directed, by the NRA Secretary.
d. Maintain general files and their regular rotation schedule to off-site storage, archives or destruction.
e. Place floral delivery orders in the event of deaths in the NRA Official Family.
f. Update the NRA Old Goat statue name plaques.
g. Order and maintain office supplies
. 4. Executive Support for NRA Secretary and NRA Assistant Secretary:
a. Maintains filing systems to ensure efficient recovery of required information.
b. Provide internet research for NRA Assistant Secretary projects.
c. Greet and escort visitors to the Office of the Secretary.
d. Place Christmas card order for the Office of The Secretary and distribute on behalf of the NRA Assistant Secretary.
e. Daily departmental communications: Answer phones in a courteous and professional manner and take and distribute messages to appropriate staff members; process and distribute incoming mail.
f. Expedite departmental mailings, when necessary.
5. Travel
a. Oversees NRA travel coordination process between employees and the travel agency and rental car companies.
b. Review monthly travel reporting of the Unused Tickets and Exception Reports. Coordinate and communicate analyzed information to the proper departments and individuals.
6. Perform other duties as assigned.

SCOPE: High visibility and coordination with NRA employees, NRA Board of Directors members, NRA members, general public and vendors. Position functions in a fast paced work environment with frequent interruptions and minimal direct supervision. Occasional overtime and weekend work required. Occasional local and national travel required.

EDUCATION AND EXPERIENCE: College/business school degree or equivalent work experience required. Minimum five years of previous office experience required. Previous graphic experience a plus.

KNOWLEDGE, SKILLS, ABILITIES: Excellent oral and written communication skills required, with an emphasis on customer service orientation. Excellent organizational skills required. Proven ability to interface effectively with all levels of individuals. Demonstrated ability to handle multiple projects while adhering to strict deadlines. Ability to work quickly and effectively under pressure while maintaining a high quality level of output. Working knowledge of Microsoft Office Suite required to include Word, Excel and Outlook. Working knowledge of Internet essential. Proven ability to effectively write and edit content required. Demonstrated ability to create graphics required. Creative thinker and self-starter essential. Ability to work independently or as a member of a team essential. Demonstrated ability to exercise judgment, diplomacy and tact essential. Must be able to work independently and as a team member. Proven ability to maintain confidences required.