Administrative Assistant

The Nor Cal Administrative Assistant is responsible for executing communication, marketing and sales initiatives to the membership and prospective members of CACM. Duties include prospecting for new members, member and prospective new member calls and emails, member services and management of member records including surveys, event coordination, list management, eDirectory updates, and administrative support. This position reports to the Director of the Nor Cal Division.

THIS IS AN IN-PERSON ROLE. NO REMOTE WORK.

Assist the Director and CACM team with support to grow membership and complete assigned administrative tasks and projects as needed.

• Send new membership packets and update member database
• Assist members with guidance or questions
• Answer inquiries and provide support with follow up, thank you notes and outreach to create member value
• Research and develop prospect lists for member recruitment add to database
• Pull lists and reports to assist with researching membership leads
• Track surveys, contests and referral incentives, as needed
• Gather missing member information and update database for more targeted outreach
• Update online directories and banner ads, collect supporting materials from members and quality control of information

• Process advertising and sponsor contracts, input data in spreadsheet, collect and proof ads, coordinate listing approvals and follow up with call and/or email as needed
• Collect badge orders, logos, bios and other related materials for event sponsor ships and advertising
• Assist with updating CACM event app with enhanced listings, sponsor & exhibitor information
• Assist with proofing sponsor’s event signage and event app

• Assist in packing for events
• Monitor and inventory supplies for events
• Call members to get attendees for events
• Manage scheduling of events and follow up
• Assist in research for venues, costs and reservations

• Prepare reports of results for membership, sponsorship and product sales on a periodic basis
• Assist with surveys and track data in spreadsheets, identify and report major variances
• Prepare and distribute correspondence as needed

Duties and responsibilities may be added, deleted, modified or changed at any time at the Company’s discretion. Changes may be made formally or informally, either verbally or in writing.

• Exceptional Customer Service Skills.
• Proficient in using Database systems, Microsoft Excel, Word, Outlook and Power Point required.
• Attention to detail and superior organization is a must.
• Proactive and able to work independently.
• Good verbal and written communications skills.
• Ability to meet project deadlines and exceed key performance indicators.
• Flexible attitude, ability to perform under pressure.
• A commitment to quality and a thorough approach to the work.
• Ability to work well within a team environment.
• Fast learner, ability to communicate ideas effectively.

• Minimum 2 years’ experience in related field.
• An understanding of the common interest development (CID) industry preferred.
• Must have a valid CA Driver’s License and CA mandated vehicle insurance.

• Digital dexterity and hand/eye coordination in operation of office equipment.

Must be able to effectively place and receive telephone calls and use voicemail system.

• Work is performed in a variety of environmental conditions, with exposure to outdoor temperatures, weather variations, traffic and equipment noise.

Stand or walk 10% and sit 90% of the time. Must be able to sit or stand for extended periods of time.

• Lift and carry up to 20 lbs. for a distance of 15 feet.
• Work at desk using computer (typing and mousing) 90% of the time.
• Visually distinguish between different colors.
  
  Full time position.

Typical schedule, Monday through Friday, 8:30 am – 5:00 pm, and overtime work will be required from time to time. This position does require working occasional evenings, weekends and some holidays per the direction of management. Travel for events throughout California is required. Consistent and regular attendance is required.