Administrative Assistant – Judging

  • Full Time
  • Amarillo, TX
  • September 30, 2022
  • Full Time
  • Amarillo, TX
  • September 30, 2022

Website American Quarter Horse Association

American Quarter Horse Association

American Quarter Horse Association is seeking a qualified candidate to fill the position of administrative assistant to the Senior Director of Officials.  This position will work out of the international headquarters located in Amarillo, TX and cannot be performed remotely.

If interested please apply at www.aqha.com/careers.

Job Summary:

Responsible for the day-to-day administrative functions of the judging department. Perform various administration functions including answering phones, composing emails, drafting memos, etc. for the department. Assist department with monthly financials and annual budgets.

Assist director of judges with travel arrangements, expense reports, statistical reports, meeting planning, written communications, and other administrative tasks.

Essential Functions:

  • Work as a liaison between accounting department and judging department to assure accuracy on monthly and annual financials, budgets, and audits.
  • Prepare agenda material, reports, and statistics for internal and external meetings.
  • Maintain detailed records and files for department, including monthly and annual statistics for deployments.
  • Assist director with vendor support and contract agreements.
  • Receive invoices and create check requests for payment and send to AP for processing.
  • Assist with travel reports and create monthly expense reports for departments lead.
  • Prepare expense reimbursement and check requests for department.
  • Coordinate onboarding needs for new hires and job transfers within the department.
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs.
  • Maintain scheduling and event calendars for department.

Additional Responsibilities:

  • Coordinate conferences, meetings, or special events.
  • Compose and distribute meeting notes, routine correspondences, monthly reports/spreadsheets, and presentations as required.
  • Open, read, route, and distribute incoming mail or other materials and answer routine letters.
  • Coordinate office supply orders for departments.
  • All other duties as assigned.

Specific Knowledge and Skills:

  • Knowledge of administrative, customer service and clerical procedures
  • The ability to keep records and communications in confidence
  • Computer skills and knowledge of basic software applications, such as Microsoft Word, Microsoft Excel, and Office 365
  • Excellent verbal and written communication skills and strong interpersonal skills
  • Time management and organizational skills
  • Ability to multi-task

Minimum Experience Required:

3+ years of professional administrative experience preferred

Education Requirements:

Associate’s or bachelor’s degree in business or related field. Work experience can substitute for a degree.

Languages:

Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

To learn more about the American Quarter Horse Association, and to see what other jobs they have listed on Of The West, click here. 

Tagged as: administrative assistant

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American Quarter Horse Association

American Quarter Horse Association

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