Administrative Assistant/Regional Liaison - American Arbitration Association Inc.

Description

Overview  

The Administrative Assistant/Regional Liaison is responsible for the assigned region’s case administration, operational, and business development activities.  The incumbent will also serve as liaison between the regional office, clients, and case management centers to facilitate superior client service; assisting the Director of ADR Services and other VPs in other regional offices.    

The starting annual equivalent salary range for this position is $58,000 - $61,000, with a 7.5% incentive opportunity. This position is fully on-site at our office located in Brickell.

Named one of the 50 best non-profits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. Our employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, and vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid-time-off benefits.

Responsibilities  

• Liaise with case administration teams in multiple centers; answers client inquiries regarding the AAA’s services, filing procedures, and case administration.
• Maintains and compiles marketing or case related databases; identifies and conducts research analysis on prospective clients.
• Obtains and coordinates appointments and other scheduling matters for executives.
• Assists with office marketing and project management as directed by the Regional and Division VPs.
• Maintains and communicates with panel and advisory group members.
• Coordinates logistics for assigned regional training programs, meetings and events.
• Serves as a receptionist for the office, greets visitors, answers phones, books hearing rooms, word processing, filing, and maintaining calendars.
• Orders supplies, manages vendor relationships, schedules maintenance of office equipment, and liaise with building management and headquarters on facility management.
• Maintains/tracks invoices, coordinates billing/invoicing and compiles month end reports.
• Demonstrates regular, reliable, predictable job attendance.
• Attends on-site and in-person meetings and training sessions.

Qualifications  

Education & Experience:

Bachelor's Degree in a legal or business related discipline; 1-3 years relevant experience (e.g., B2B, customer service, sales/marketing environment, public relations, law firm, etc.); or equivalent mix of education and work experience.  

Skills & Abilities:

• Bilingual and possess the ability to speak, read, and write in both English and Spanish
• 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, arbitrators, mediators or employees of the organization.  
• Intermediate proficiency with Microsoft Excel, Word, Outlook and PowerPoint
• Prior experience with, or the ability to become proficient with web-based case management systems.