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%
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
General Administrative Duties 25%
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.