National Grain and Feed Association · 20 hours ago
Specialist, Office Administration & Operations
Crystal City, VA
Full-time
Onsite
Entry, Mid Level
2+ years expThe National Grain and Feed Association (NGFA) is a leading U.S. trade association representing over 700 companies in the agribusiness sectors. The Specialist, Office Administration & Operations is essential for maintaining efficient office functionality and supporting financial and operational workflows.
AgricultureNon ProfitSocialTraining
Responsibilities
Oversee all daily office functions to maintain an organized, professional, and efficient workplace
Monitor general email inboxes and route inquiries to the appropriate NGFA teams
Answer NGFA’s main phone line, manage general voicemail, and ensure timely follow-up
Serve as the primary point of contact for visitors, vendors, and deliveries, representing NGFA with professionalism and warmth
Manage office supply inventories and replenish proactively based on staff needs and workflow demands
Respond to internal staff requests, coordinate office upkeep, and interface with building management to maintain a smooth office environment
Provide general clerical and administrative support—including document preparation, mail handling, shipping coordination, and scheduling support
Support special administrative or operations projects as assigned to enhance organizational efficiency
Manage the invoicing process to ensure accuracy and timely revenue recognition
Process and generate checks based on staff requests and approved documentation
Manage incoming payments and bank deposits; prepare and deliver all necessary information to relevant team members
In partnership with the VP, Systems & Office Operations, collaborate with NGFA’s outsourced accounting team to ensure smooth financial workflows
Provide detailed breakdowns and accounting codes for revenue items
Assist with AP/AR tasks and payment processing, as applicable
Provide high-level administrative support to executive leadership with professionalism, discretion, and attention to detail
Manage calendars, coordinate internal and external meetings, and assist with scheduling priorities
Arrange travel, prepare itineraries, and support logistics for on-site and off-site meetings or events
Manage sensitive or confidential communications with a high degree of integrity and judgment
Prepare board or committee materials as needed, supporting NGFA’s governance operations
Qualification
Required
2-4 years of experience working in office administration, operations, accounting, or administrative support roles
Bachelor's Degree (Majors in Business Administration or Accounting are a plus, but not required)
Ability to work in the NGFA office in Arlington, VA
Excellent written and oral communication skills
Proficiency with Microsoft Office Suite, CRM/AMS systems (Microsoft Dynamics), and Accounting platforms (such as Bill.com or Sage Intacct)
Exceptional organizational skills with the ability to handle multiple priorities in a fast-paced, deadline-driven environment
Strong attention to detail and commitment to accuracy, particularly in financial processes
Clear, professional communication skills—both written and verbal
Customer-service mindset, with the ability to support staff, members, and visitors with warmth and professionalism
Ability to work independently while contributing positively to a collaborative team culture
Preferred
Experience working within a trade association, membership organization, nonprofit, or professional services environment is a plus
Benefits
Health
Dental
Vision
Life insurance
HSA
FSA
401k with employer match
Paid vacation
Personal days
Company
National Grain and Feed Association
The National Grain and Feed Association, founded in 1896, is a broad-based, non-profit trade association that represents and provides services for grain, feed and related commercial businesses.
11-50 employees
Funding
Current Stage
Early StageRecent News
2025-08-25
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