MAIN PURPOSE: Provide administrative support to the Executive & Administrative Manager, as well as manage Accounts Payable.
DUTIES AND RESPONSIBILITIES:
Maintain a log of all incoming payments received for American Academy of Optometry (AAO) and American Academy of Optometry Foundation (AAOF). Scan and distribute copies of check log to designated staff members.
Greet visitors and direct them to appropriate staff person.
Answer all incoming telephone calls daily from 9:00 am until 5:00 pm. Respond to general inquiries and information requests about the annual meeting and membership.
Open and distribute incoming mail, packages, etc., sign for all deliveries.
Mail any letters, packages, etc., using USPS and FedEx accounts.
Troubleshoot office equipment (fax, copier, etc.). Arrange for repair service as necessary.
Properly code all incoming vendor invoices for Executive & Administrative Manager’s approval.
Maintain inventory of office and shipping supplies. Order office supplies/equipment as necessary.
Provide other clerical and administrative support to the Executive & Administrative Manager, and any other departments when necessary.
Responsible for accounts payable
Assist with posting cash receipts
Responsible for gathering corporate credit card receipts and reconciling to the credit card statement
Responsible for managing all recurring pledge payments
Responsible requesting and importing all tax forms
Responsible for maintaining financial files based on record retention policy
Other duties as assigned.
Provide invitation letters to the annual meeting for international attendees.
Organize and manage shipping of supplies/materials to and from the annual meeting.
Distribute invitations for events during the annual meeting and maintain all RSVP lists.
Minimum one (1) years prior experience as a Receptionist or Administrative Assistant, preferably with a not-for-profit organization
Strong knowledge of standard office equipment including, but not limited to, computers, copier/printer/scanner
Strong organizational and planning ability
Excellent verbal, interpersonal and communication skills
Attention to detail
Proficient in relevant computer applications such as MS Excel and other MS Office applications
Knowledge of accounts payable or basic bookkeeping a plus
Ability to prioritize multiple tasks and complete follow-up
About American Academy of Optometry
American Academy of Optometry (AAO) - Founded in 1922, the American Academy of Optometry is committed to promoting the art and science of vision care through lifelong learning. The optometry field is constantly changing. To provide the highest quality continuing education and the most current vision science research, the Academy's annual meeting includes nearly 300 hours of Lectures & Workshops, symposia, and scientific lecture and poster presentations over 4 days.