Administrative Assistant Position

The National Center for Simulation (NCS) is the industry trade association for the Modeling and Simulation industry. Our office is in Orlando’s Central Florida Research Park adjacent to the Team Orlando military simulation installation that is home to the military simulation commands that produce $6 billion in contracts each year. We are looking for a dynamic individual to assist the CEO and COO in performing all our operations. The ideal candidate is a self-starter with excellent interpersonal skills that is a quick learner and capable of handling multiple tasks

Administrative Assistant Job Responsibilities:

• Provides administrative support to ensure efficient operation of the office.
• Answers phone calls, schedules meetings, supports luncheons, events, and supports visitors.
• Organizes meetings and events.
• Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.
• Exhibits professional communication via phone, e-mail, mail, social media, and is comfortable personally interacting with company executives, state and local representatives, military officers, and NCS Board of Directors.
• Able to use or quickly learn QuickBooks to assist our accountants and manage membership billing.
• Able to become proficient in Microsoft Teams (Scheduling, hosting and Interacting on the platform).
• Develop and answer social media posts under the direction of our COO and PR firm.
• Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Provides information by answering questions and requests.
• Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing and expediting orders for supplies.
• Contributes to team effort by accomplishing related results as needed.

Work Hours and Benefits

Monday-Friday standard business hours with some flexibility for member and organization events and remote work.  Paid vacations, health benefits, and 401K with 100% employer match.      

Administrative Assistant Skills and Qualifications:

• Able to update simple website pages
• Analyzing information
• Events planning.  Support planning events (Florida Simulation Summit, Hall of Fame, & Membership Night), able to host, introduce speakers, and be the face to NCS in booths (e.g., I/ITSEC)
• Excellent knowledge of Microsoft Office (Word, Excel, & PowerPoint) and Adobe Pro PDF Editor
• Knowledge of Square payment system (Invoice development, tracking & payments)
• Information Technology.  Ability to self-troubleshoot minor computer system challenges or call help support
• Managing processes
• Organization
• Professionalism
• Problem-solving
• Ability to thrive in a remote or distributive work environment keeping CEO & COO up to date on meetings & events
• Supply management
• Verbal and interpersonal communication
  • Ability to speak Spanish is preferred
• Administrative writing skills
• Work alongside instructors with 5th – K students. NCS puts on lots of STEM events (Camps/classes)

Education and Experience Requirements

• High school diploma or equivalent education required
• 5 years of administrative assistant experience
• Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, Microsoft PowerPoint, and Adobe Acrobat
• Valid driver’s license and current automobile insurance
• Form I-9 required.