Administrative Assistant - Membership Services

POSITION DESCRIPTION

The Administrative Assistant - Membership Services role involves managing front office tasks like handling calls and welcoming guests, serving as the primary contact for membership inquiries, and managing office supplies. Additionally, the role includes database administration tasks to ensure data accuracy, generating reports, and maintaining member contact information. Retention support involves coordinating communications and tracking member participation while supplying meeting and event support, including event logistics and maintaining online registration.

DUTIES AND RESPONSIBILITIES

1. Front Office and Membership Services Support

• Perform front office duties including managing incoming calls and welcoming guests and staff.
• Serve as primary and initial contact for membership service-related information and resources.
• Process and distribute mail and packages.
• Assist in managing and maintaining office supply inventory and equipment.
• Light copyediting, including documents, letters, and publications.

2. Database Administration Support

• Responsible for data quality, ensuring membership contact information and critical data points are kept up-to-date.
• Responsible for maintaining statewide directory of contact information for active boards of education members and staff.
• Generate standard reports upon staff request.

3. Retention Support

• Coordinate membership-related communications.
• Coordinate professional development programming communication and registration process.
• Track member participation in committees, conferences, and professional development programs. Generate reports for insight into membership engagement.

4. Meeting and Event Support

• Provide virtual/in-person meeting and event support including scheduling, communication, preparation, and set up.
• Report performance metrics for events, including survey responses and low registration alerts.
• Create and distribute event attendance rosters and check-in materials.
• Maintain online event registration for board development events and conferences.
• Manage updates to website, including calendar of events.

QUALIFICATIONS

• High School diploma or equivalent.
• Minimum 2 years’ Administrative Assistant experience.
• Working knowledge of office equipment, including printers, copiers, postage machines.
• Expert computer skills including Microsoft Office.
• Experience with website maintenance, database, and customer relationship management (CRM) platforms, a plus (WordPress, Constant Contact, Cvent).
• Ability to manage competing priorities.
• Proficient in verbal and written communication; skilled in interpersonal interactions, both one-on-one and in team settings.