Administrative Assistant

Job Description

The Administrative Assistant provides essential support to the Executive Director, staff, and members of the Association. This role is responsible for office administration, event support, communications, and database management, ensuring smooth day-to-day operations and a professional experience for members and visitors.

Key Responsibilities

• Answer and route phone calls, greet visitors, and manage office correspondence.
• Manage calendars, schedule appointments, and organize meetings for senior staff as needed.
• Perform clerical duties including typing, filing, copying, and mailings.
• Maintain organized Chapter files and computer databases.
• Manage inventory and order office supplies.
• Perform daily opening and closing tasks for the office.
• Coordinate building maintenance activities (janitorial service, pest control, mechanical repairs).
• Process registrations for meetings, seminars, and the annual convention.
• Assist with convention preparations and logistics.
• Coordinate publication of the annual membership directory.
• Prepare and distribute membership communications and mailings.
• Draft and send email reminders and attendance boosters for events.
• Publish and distribute the weekly bulletin.
• Assist the Executive Director with Board Meetings, agenda preparation, and annual Board elections.
• Provide data, recordkeeping, and administrative support as needed.
• Bookkeeping duties.
• Send accounts payable, payments, and financial documentation to the CPA for processing.
• Provide support for safety training recordkeeping.
• Assist outside trainers with classroom instruction when needed.
• Attend and contribute to staff meetings.
• Perform other duties as assigned.

Qualifications