Part Time – Fulfillment Administrative Assistant

This position assists and supports the Consultation, Education and Outreach (CEO) department with administrative and fulfillment tasks for conferences and events. This includes addressing and mailing postcards and invitations, preparing packets and sending materials to conferences, gathering of items, boxing and shipping of materials and containers to events, checking items once they return and putting items away, keeping track of inventory, ordering of printing and promotional materials, copying and collating of documents, updating lists by doing google searches and making phone calls. All of this is done in a fast-paced environment, with many activities in the process at the same time, and with specific deadlines.

The Fulfillment/Administrative Assistant is up to 20 hours per week.

Duties and Responsibilities

• Prepare mailings in a timely manner including postcards and invitations which include printing addresses and content directly from computer to media.
• Copy and collate letters and envelopes, fold, stuff, seal and apply postage. Deliver to post office.
• Prepare and send out a wide variety of materials including welcome kits, conference packets, and event materials.
• The fulfillment of items for conferences includes copying, collating, making of attendee packets, brochure packets, and name cards.
• Packing and boxing up of conference and gift items, required equipment, preparing shipping labels, and delivering to Fedex.
• The fulfillment of items for national events include gathering, preparing, packing, boxing up, and shipping of boxes and containers including large banners, table drapes, brochures and holders, promotional items, business cards.
• Prepare shipping labels and deliver event materials and containers to Fedex. Track shipping and delivery and then check out returning items after the event and put back into storage and inventory.
• Keep inventory of brochures and promotional items to plan for reordering. Label items on shelves and keep tidy.
• Contact vendors for prices on printing and promotional materials, order samples and the items needed for mailings, conferences, and events, and provide status of orders.
• Bring in delivered items, check items for accuracy, put away items neatly, update inventory.
• Prepare outgoing shipping items and documents and contact shipping companies regarding shipments, status, and delivery. Deliver to USPS/UPS/Fedex.
• Keep current and update task calendar regularly.
• Keep track of conference attendee lists and inform staff via email.
• Computer work to research leadership to be added/updated on mailing list using google or making phone calls.
• Copy and collate program binders for staff when requested.
• Provide staff with materials when requested.

Requirements and Qualifications

Self-motivated, works well independently and in teams.

Good interpersonal and communication skills.

Attention to detail in a fast-paced environment.

Stays on task and completes tasks meeting deadlines assigned.

Keeps track of inventory and is proactive to keep items in stock.

Computer skills, including Word and Excel, especially familiarity with mail merge and printing from computer to copier is beneficial to the daily work.

Knowledge of Adobe Acrobat, Photoshop, Power Point, Canva, Publisher a plus.

Experience in the printing field with knowledge of different stocks, colors, and quality control a plus.

Experience calling and working with vendors for pricing, ordering, keeping track of status and delivery a plus.

Ability to search online or via phone to update mailing list.

Ability to pick, pack, move, ship, and handle boxes up to 50 lbs.

Must have a current, valid driver’s license.

Willingness to learn.

Equal Employment Opportunity