Administrative Assistant
Position Summary
The Administrative Assistant serves as a key member of the American Sheep Industry Association team by providing essential administrative, project management, and coordination support that advances the organization's mission and strategic priorities. This position requires a highly organized, detail-oriented professional who can manage multiple priorities, work independently with minimal supervision, and collaborate effectively across teams, committees, volunteers, and external stakeholders.
The ideal candidate is a proactive self-starter who thrives in a fast-paced environment, wearing multiple hats and helping in multiple areas of the association, communicates professionally, and enjoys supporting agricultural programs, member engagement, and industry events
Responsibilities:
Administrative Operations
- Provide administrative support to the association senior leadership.
- Coordinate and schedule meetings, including notifying participants, preparing agendas, minutes, reports, presentations, and organizational documents.
- Manage calendars, meeting schedules, and organizational correspondence.
- Coordinate travel arrangements, itineraries, expense reports, and reimbursement documentation.
- Maintain electronic and physical documentation while ensuring accessibility, accuracy and confidentiality.
- Coordinate office operations and assist with day-to-day administrative functions.
- Provide administrative support for domestic and international program activities, including coordination with consultants, contractors, and project partners.
Project Management
- Coordinate multiple projects simultaneously while tracking deadlines, deliverables, and milestones.
- Develop project timelines and monitor progress to ensure successful completion.
- Prepare and distribute project updates and communications to keep all parties informed of progress and changes.
- Assist with the preparation of project proposals and presentations, including gathering necessary data and creating visual aids.
- Follow up with internal staff, committee members, vendors, and partners to maintain project momentum.
- Identify potential challenges and proactively recommend solutions.
- Assist in implementing strategic initiatives and organizational priorities.
- Assist with administration of grant-funded programs by tracking activities, maintaining documentation, monitoring deadlines, and supporting reporting requirements.
Event Planning & Member Engagement
- Assist in the coordination of logistics for conferences, annual meetings, educational programs, industry tours, board meetings, committee meetings, and industry events.
- Assist in managing registrations, attendee communications, venue coordination, catering, travel arrangements, and event materials.
- Assist in communications with vendors, exhibitors, sponsors, speakers, and participants.
- Coordinate travel logistics and reimbursements for speakers, consultants, and program participants as assigned.
- Support onsite event operations to ensure successful execution.
- Assist with member communications before and after events.
Communication & Member Services
- Respond professionally to member inquiries via phone, email, and other communication channels.
- Assist with preparation of membership communications, and promotional materials.
- Maintain project documentation and organizational records.
- Support committee communications and volunteer engagement.
- Represent the association with professionalism and exceptional customer service.
Technology & Office Systems
- Utilize Microsoft Office Suite—including Outlook, Word, Excel, PowerPoint, and Teams—to prepare reports, presentations, spreadsheets, meeting materials, and correspondence.
- Maintain organized digital records and shared files.
- Assist with online meeting platforms, registration systems, and basic database management.
- Learn and effectively utilize association management software, online grant management systems, and other organizational technology platforms.
Qualifications (Required):
- Associate's or bachelor's degree in Business Administration, Project Management, Office Administration, or a related field preferred; or equivalent professional experience.
- Three or more years of administrative, project coordination, or office management experience.
- Advanced proficiency with Microsoft Office Suite, particularly Outlook, Word, Excel, PowerPoint, and Teams.
- Excellent written, verbal, and interpersonal communication skills.
- Strong organizational and time-management abilities with exceptional attention to detail.
- Ability to prioritize competing deadlines and manage multiple projects simultaneously.
- Ability to work independently while exercising sound judgment and initiative.
- Strong customer service orientation and professionalism.
- Preference for experience working with government funds and compliance.
- Experience maintaining personnel records, consultant agreements, and contracts.
- Experience monitoring FAS expenditures and preparing financials.
Qualifications (Preferred):
- Experience working with nonprofit organizations, membership associations, or agricultural organizations.
- Demonstrated experience arranging travel, planning and coordinating meetings, conferences, or organizational events.
- Experience supporting federally funded grants, grant administration, or compliance activities.
- Experience supporting volunteer committees or boards of directors.
The successful candidate will demonstrate:
- Exceptional organizational and project management skills
- Ability to anticipate needs and solve problems proactively
- Strong initiative with minimal supervision
- Excellent collaboration and teamwork
- Adaptability in a dynamic work environment
- Professional judgment and discretion when handling confidential information
- Strong follow-through and accountability
- A natural inclination to organize, prioritize, and track details, ensuring deadlines, grant requirements, and commitments are never overlooked.
- Commitment to providing outstanding service to members and stakeholders
- Positive attitude and willingness to take on new responsibilities
Physical Requirements
- Ability to sit for extended periods while performing computer-based work.
- Ability to occasionally lift and move materials weighing up to 25 pounds.
- Occasional travel may be required to support association meetings, conferences, and industry events.
Location : Englewood, CO
Work type : On-site (required, full-time)
FLSA : hourly, non-exempt
Schedule : 8:00 am- 5:00 pm, Monday- Friday
Pay : $ 27.00 - $29.00/hr Depending on Experience
Benefits :
- Medical, dental, vision
- Paid time off
- Paid holidays