Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and operational support to Association Matters, Inc. and its association management clients. This position serves as a central resource for scheduling, document preparation, database maintenance, meeting coordination, customer service, and project support across multiple client accounts and internal departments.

The Administrative Assistant works closely with the Director of Operations & Meetings & Events, Director of Client Services & Marketing Communications, Apprenticeship & Workforce Development Manager, Coordinators, and Bookkeeper to ensure efficient daily operations and exceptional client service. This role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities simultaneously.

• Provide administrative support to directors, managers, and coordinators across the organization.
• Manage calendars, schedule meetings, conference calls, and virtual meetings.
• Coordinate meeting logistics, including invitations, agendas, materials, and follow-up communications.
• Prepare correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain electronic and physical filing systems.
• Monitor shared email inboxes and route inquiries appropriately.
• Assist with special projects and organizational initiatives as assigned.

• Serve as a professional first point of contact for members, clients, volunteers, vendors, and stakeholders.
• Respond to routine inquiries and direct requests to appropriate staff members.
• Support membership administration activities, including database updates and record maintenance.
• Assist with membership renewals, application processing, and member communications.
• Maintain accurate records within association management systems (AMS) and CRM platforms.

• Assist with planning and coordination of conferences, board meetings, educational programs, webinars, and networking events.
• Support event registration activities and attendee communications.
• Prepare name badges, registration materials, attendee lists, and meeting packets.
• Coordinate speaker, sponsor, exhibitor, and vendor communications as assigned.
• Assist with onsite event logistics and registration support when needed.
• Maintain event records, timelines, and project tracking documents.

• Assist the Apprenticeship & Workforce Development Manager with program administration.
• Maintain participant, employer, instructor, and training records.
• Coordinate meeting schedules and communications for workforce development committees and stakeholders.
• Support preparation of reports, training materials, and program documentation.
• Assist with apprentice enrollment and recordkeeping activities.
• Maintain confidential program files and documentation.

• Assist with formatting newsletters, emails, reports, and communications materials.
• Update contact information and maintain database accuracy.
• Support website content updates and digital file management as assigned.
• Maintain communication calendars and project tracking systems.
• Assist with data collection and report preparation.

• Assist the Bookkeeper with routine administrative financial tasks.
• Support invoice tracking, expense documentation, and vendor record maintenance.
• Maintain organized records related to contracts, vendors, and client documentation.
• Assist with procurement of office supplies and operational resources.
• Support internal process improvement initiatives and operational efficiencies.

• Associate's degree or equivalent professional experience.
• Minimum of two (2) years of administrative, office management, customer service, or association support experience.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple projects and deadlines simultaneously.
• Professional customer service skills and telephone etiquette.
• Ability to work independently and…