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Administrative Assistant
Overview
We are seeking a part-time, highly independent, organized and detail-oriented Administrative Assistant to work with our small association preferable located in the Greater PHOENIX Area. The ideal candidate will provide essential support to our board, committees, members and the general public reaching out for our services. This role requires a proactive individual with strong office skills, proficiency in office management, and the ability to handle various administrative tasks effectively and with minimal supervision. This role is part-time, and may require some attendance in the office with the possibility and flexibility of some hybrid at-home work options. Also, more hours may be offered if appropriate and necessary.
RESPONSIBILITIES: Manage a small association office with administrative skills to support Board Members and Association Members from around the country.
Provide management of vendor agreements / subscriptions.
Perform data entry tasks accurately and efficiently.
Database and Systems Management: Provide Maintenance and Management of members within a Member Database (Wild Apricot) and Management of the Database System. Collect and organize all data and files in all accounts and Association files (Wild Apricot, Quickbase, Google, Dropbox, and MS Share Point and physical records)
Phone and E-mail: Monitor and respond to all incoming and outgoing phone calls. Provide phone management and email communications for current, past and potential Members.
Coordinating with external contractors to keep our website in full operation. Provide Website Maintenance and follow up to see that content updates are made in a timely manner.
Maintain organized filing systems for documents and records.
Coordinate and schedule online meetings, with occasional in-person attendance as needed.
Respond to customer inquiries with professionalism and exceptional service.
Handle light accounting tasks, including writing checks, paying bills, and utilizing QuickBooks for basic bookkeeping.
Assist in planning and organizing conferences or events.
Proofread documents to ensure clarity, accuracy, and a polished final product.
Collaborate with Board Members and Committee members on various administrative projects.