ADMINISTRATIVE ASSISTANT

This position plays a key role in ensuring the smooth day-to-day operations of the Exchange by providing administrative and operational support to leadership and staff. The Administrative Assistant coordinates meetings and events, manages correspondence and scheduling, maintains records, and assists with website updates and broker onboarding activities.

Essential Qualifications

• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Customer service and public service orientation.
• Attention to detail and ability to maintain accurate records.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Professionalism and ability to maintain confidentiality.
• Proficiency with common office technology and digital tools.

Job Duties

• Provide administrative and operational support to Exchange leadership and staff to ensure efficient daily operations.
• Prepare materials and provide logistical support for board and committee meetings.
• Coordinate scheduling, calendars, and meeting arrangements for staff and leadership.
• Organize and coordinate events and internal meetings.
• Manage incoming correspondence, phone calls, and general communications.
• Maintain organized records, files, and administrative documentation.
• Provide backup support to administrative, accounting, and human resources staff as needed.
• Assist with onboarding brokers under the direction of the Chief Operations Officer.
• Support internal coordination among staff, leadership, and external stakeholders.

Knowledge, Skills, and Abilities

Knowledge of administrative practices, office procedures, and basic record-keeping principles used to support organizational operations. Skill in coordinating meetings, managing schedules, handling correspondence, and supporting multiple operational functions simultaneously. Ability to communicate effectively with leadership, staff, brokers, and members of the public while maintaining professionalism, organization, and confidentiality in a collaborative work environment.