Administrative Assistant - Part Time

Safari Club International•San Antonio, TX

7d•Onsite

About The Position

The Texas Trophy Hunters Association (TTHA), a division of Safari Club International, is seeking a Part-Time Administrative Assistant. This role is responsible for performing a variety of administrative and office support activities. The position requires approximately 20 hours per week, with potential for up to 25 hours, Monday through Friday. Some travel, including weekends and evenings, may be required for trade shows and events. The ideal candidate will have a passion for hunting and a commitment to conservation, aligning with TTHA's core values. This role involves extensive software skills, internet research abilities, and strong communication skills to support staff and ensure smooth office operations.

Requirements

High School Diploma and 3 years of experience in a role directly related to administrative support.
Proficient with Microsoft Office Suite software, to include OneDrive, SharePoint, Teams with an ability to become familiar with SCI or TTHA-specific programs and software.
Demonstrated excellence in verbal and written communication skills, interpersonal and customer service skills, organizational skills and attention to detail.
Strong interpersonal and communication skills.
Ability to take initiative and work independently in a team environment.
Ability to solve problems and make decisions on routine matters based on specified guidelines.
Ability to manage multiple tasks simultaneously, keep all tasks on schedule, and adapt to change easily.
Ability to organize systems and prioritize assigned tasks optimally and take initiative on tasks where required.
Valid Driver’s License
Valid driver’s license with ability to be insurable on SCI policy

Nice To Haves

Hunter’s preferred.

Responsibilities

Manages the Marketing and staff calendar.
Prepare meetings, meeting agenda in advance, arrange meeting facilities and meals as required. Act as recording secretary; prepare action minutes.
Answer phones and direct all incoming calls to appropriate party promptly and efficiently. Arrange "callbacks" to protect supervisor’s time. Provide back-up materials for callbacks. Route calls elsewhere as needed. Update mail/phone directories.
Screens visitors to control interruptions; manage “drop-in’s” or unsolicited visitors. Provide back-up data as needed. Arrange amenities as needed. Schedule visits away from supervisor’s area to protect priority/private tasks. Interacts with the SCI/SCIF office and serves as a liaison with SCI/SCIF office administrative staff.
Arrange travel schedules and reservations for executive management as needed, through internal or outside agents or for employees that do not have a credit card. Prepare itinerary, trip file and supplies.
Receives, reconciles, and processes expense reports for the CEO. Processes department’s purchase orders.
Maintains all operational service contracts for professional services, maintenance and service agreements equipment leases and purchases and project contracts.
Communicate and handle incoming and outgoing communications on behalf of the organization.
Review and summarize miscellaneous reports and documents; prepare background documents. Compose correspondence/reports for own or manager’s signature.
Process replies on own initiative or from supervisor’s dictation or notes.
Check deadlines on incoming requests and put preliminary work in play.
Process daily mail, both incoming and outgoing; arrange essential mail in priority action order for supervisor.
Conduct research as required for specific projects. Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.
Order office supplies.
Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs.
Assure discreet and confidential handling of all business.
Mails all TTHA invoices for The Journal along with any mailout packets or magazines.
Keeps track of Bills/Monthly Statements and submits to accounting for payment. Receives all request for payments and submits to SCI Accounting weekly along with keeping a log to make sure payments are getting paid.
Receives all incoming mail and electronically deposits checks. Makes copies and applies payments in system for checks that are received. Keeps a payment binder/log for all TTHA payments (incoming).
Serves as the membership point of contact for change of address request, missing journal copies, etc.
Performs other duties as assigned. Attends meetings and events, including the Hunter’s Extravaganzas, as appropriate.