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OTP Administrative Assistant
Washington, DC
Job Description
The Ronald Reagan Building and International Trade Center is Washington's premier special events and international conference facility, located on historic Pennsylvania Avenue in the heart of Penn Quarter in Washington, DC. Currently the Office for Trade Promotion (OTP) is seeking an Administrative Assistant to complete their department.
The function of Office for Trade Promotion (OTP) is it partners with an extended network of public and private-sector organizations to convene signature events that foster international dialogue, generate business opportunities, educate the public, and provide small and medium-sized enterprises (SMEs) the resources they need to thrive in today's complex trade environment.
As the Administrative Assistant for the office of OTP you will be assisting in the planning and development of programs, while representing all the employees of our facility, giving our customers a level of confidence in our company's ability to deliver a superior event while demonstrating a cultural awareness and affinity for the needs of our international clients and guests.
Job Responsibilities:
Event and Promotion Support 75%
People with Whom You Interact
Required Qualifications:
We are metro accessible via the Orange or Blue lines at the Federal Triangle Metro station providing direct access into our building.
Please visit our website for more information on our company at www.itcdc.com
Trade Center Management Associates is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
The function of Office for Trade Promotion (OTP) is it partners with an extended network of public and private-sector organizations to convene signature events that foster international dialogue, generate business opportunities, educate the public, and provide small and medium-sized enterprises (SMEs) the resources they need to thrive in today's complex trade environment.
As the Administrative Assistant for the office of OTP you will be assisting in the planning and development of programs, while representing all the employees of our facility, giving our customers a level of confidence in our company's ability to deliver a superior event while demonstrating a cultural awareness and affinity for the needs of our international clients and guests.
Job Responsibilities:
Event and Promotion Support 75%
- Draft thank you letters and other general correspondence for the OTP staff as directed
- Develop templates for general correspondence to clients, guests and officials
- Respond to client inquiries via telephone, email and in-person
- Keep OTP managers informed of inquires for the office via the TradeInfo email account
- Conduct research and provide support in the development of new and existing publications including the ABCs of DC, TradeWinds and the International Program Report
- Provide support in the development of Standard Operating Procedures for the OTP
- Provide support in the production of the TradeTalk video series
- Assist in the development of new marketing materials
- Update event postings online for the following electronic event promotion tools: eblast, RRB/ITC website, RRB/ITC App/WTCA digital platform, WITA event calendar and WePort Global
- Assist the OTP operations and program manager in follow-up on event and sponsorship logistics on programs we sponsor
- Obtain business cards of prospective client from OTP managers and scan into database for purposes of business development
- Maintain OTP client database in Microsoft Access and Constant Contact
- Must be able to work some evening and early morning hours as need to support events
- Provide travel arrangements and visa application for OTP staff and occasionally TCMA and Drew Company executives
- Provide office coverage during the TCMA core business hours of 8:30am -5:30pm
- Other tasks as directed by Vice President of International Business Development or OTP managers
- Act as the official "greeter" of Office for Trade Promotion
- Manage the calendar of the VP of Global Business Development which serves as the official office calendar of OTP with careful attention to the details surrounding client events, offsite meetings/events as well as student programs
- Have knowledge of all TCMA policies and procedures
- Attend OTP staff meetings, when appropriate, to discuss high-profile events
- Insure all written communication are accurate and delivered to clients in a timely manner
- Return all phone calls and e-mails the same day
- Entertain OTP guests as appropriate
- Constantly and clearly communicate with all other departments regarding details of upcoming events
- Maintain filing system of all OTP documents
- Order office supplies and maintain sufficient levels of supplies to support OTP operations
- Maintain consistent verbal and written communication with clients
- Demonstrate strong organizational skills
People with Whom You Interact
- Prospective and existing clients including members of the diplomatic community, governments officials and business executives
- International visitors and guests from our sister World Trade Centers around the world
- Outside vendors and suppliers
- All TCMA operational departments with significant interaction with the Sales and Events team
- Senior executive staff of TCMA
- Senior executive and administrative staff of our parent company- The Drew Company in Boston, MA
Required Qualifications:
- 4 year undergraduate degree required
- 2+ years working in a fast paced office environment
- Must be a self-starter with a demonstrated ability to work independently
- Ability to effectively work with individuals from a variety of cultures, organizations, and management levels
- Organized and capable of logically planning and setting priorities, managing projects, identifying and resolving problems to produce measurable results in timely fashion
- Proficiency in Microsoft Outlook, Microsoft Word, Microsoft Excel and Microsoft Access
- Previous experience using Constant Contact a plus
- Strong written, verbal, and interpersonal communication skills
- Strong attention to detail in all aspects of job performance
- Ability to mange multiple tasks simultaneously while delivering exceptional quality and customer service
- Ability to provide logistical and administrative support to multiple individuals
We are metro accessible via the Orange or Blue lines at the Federal Triangle Metro station providing direct access into our building.
Please visit our website for more information on our company at www.itcdc.com
Trade Center Management Associates is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.
Job Summary
Start Date
ASAP
Employment Term and Type
Regular, Full Time
Hours per Week
40
Work Hours (i.e. shift)
8:30am-5:30pm
Salary and Benefits
39,000
Required Education
Bachelor's Degree
Required Experience
2 to 4 years
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