Job Description

Administrative Assistant Position Summary

The Administrative Assistant plays an important dual role supporting both internal operations and member experience. This position helps ensure the office runs efficiently while also providing a welcoming and responsive experience for members.

This role is ideal for someone who is highly organized, detail-oriented, and enjoys interacting with people. The position supports administrative workflows, maintains accurate records, assists with CRM updates, and helps manage member onboarding and inquiries. The individual in this role helps keep information organized, communications timely, and member interactions professional and positive.

Key Responsibilities

Administrative Support

• Provide general administrative support to staff and leadership
• Maintain organized digital and physical filing systems
• Manage calendars, scheduling, and meeting coordination
• Prepare and format documents, reports, and correspondence
• Assist with data entry and database maintenance
• Monitor shared inboxes and route communications appropriately
• Support preparation of internal materials and presentations

Member Support

• Serve as a friendly and professional first point of contact for members
• Assist with member onboarding and welcome processes
• Schedule and coordinate new member welcome meetings
• Answer inbound calls and emails and route inquiries as appropriate
• Maintain accurate member records in CRM system
• Ensure timely follow up on member questions and requests
• Help maintain consistent and positive member experience
• Assist with accounts receivable

CRM and Data Management

• Enter and maintain accurate member and contact records
• Assist with list management and data organization
• Support outreach preparation including mail merges and contact updates
• Help maintain clean and accurate CRM data

Operational and Team Support

• Assist with internal coordination across departments
• Help prepare materials for meetings and initiatives
• Provide administrative support for member related events as needed
• Assist with tracking invoices or payments as assigned
• Support special projects as requested
• Manage accounts payable

Qualifications

Required Skills

• Strong organizational and time management skills
• High attention to detail and accuracy
• Professional communication skills (written and verbal)
• Ability to manage multiple priorities efficiently
• Customer service mindset and positive attitude
• Ability to maintain confidentiality and professionalism

Technical Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Comfortable working in shared documents and cloud-based systems
• Experience working in CRM systems preferred

Preferred Experience

• Administrative, office coordination, or customer service experience
• Experience interacting with clients, members, or customers
• Experience supporting multiple team members

Work Environment

• Collaborative and professional office environment
• Flexible part-time schedule
• Opportunity to support both operations and member engagement
• Variety of responsibilities providing exposure to multiple aspects of the organization

Ideal Candidate Profile

The ideal candidate will exhibit high standards, excellent communication skills, and have an ability to take initiative, and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. 

This role is well suited for someone who:

• Enjoys helping people and solving problems
• Likes keeping information organized and up to date
• Communicates clearly and professionally
• Is comfortable balancing administrative tasks with member interaction
• Takes initiative and follows through on responsibilities
• Contributes positively to a team environment

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