Administrative & Communications Assistant

Position Title: Administrative \& Communications Assistant

Position Summary

The Administrative \& Communications Assistant supports the Executive Director and Headquarters operations by managing organizational systems, assisting with member communications, and ensuring timely, accurate dissemination of information. This role requires a highly organized, detail\-oriented individual who can execute established processes, manage backlogs, and serve as a reliable extension of leadership in day\-to\-day operations.

Key ResponsibilitiesAdministrative \& Organizational Support

• Maintain organized digital and file systems for efficient retrieval and tracking
• Assist in clearing operational backlogs, including document organization and workflow cleanup
• Monitor and manage incoming requests, ensuring proper categorization and routing
• Assign and track tasks through internal systems (ticketing or workflow tools)
• Support general office operations, including data entry, record maintenance, and process adherence

Member Communications Coordination

• Prepare and distribute member communications through platforms such as Constant Contact, Canva or similar systems
• Format, assemble, and finalize communications submitted by committees and leadership
• Ensure all communications follow established review and approval workflows prior to dissemination
• Maintain communication schedules and assist in tracking deadlines for releases
• Serve as a coordination point between committees, staff, and leadership for communications readiness

Content Formatting \& Design

• Format emails and communications using pre\-approved templates
• Utilize tools such as Canva and Constant Contact to design clean, professional layouts
• Execute basic graphic design tasks to enhance visual presentation while maintaining brand consistency
• Copy, edit, and structure content for clarity and readability (minimal content creation required unless directed)

Executive Support Functions

• Act as an extension of the Executive Director by following direction and executing tasks with minimal oversight
• Prioritize and organize tasks to ensure efficient workflow across multiple projects
• Identify gaps or inefficiencies in processes and proactively support solutions
• Maintain confidentiality and professionalism in all communications and operations

Required Skills \& Qualifications

• Strong organizational and time management skills
• High attention to detail and ability to follow structured processes
• Ability to manage multiple tasks and deadlines simultaneously
• Proficiency in email platforms (Constant Contact or similar) and basic design tools (Canva preferred)
• Strong written communication and formatting skills
• Comfortable working with digital systems, file management, and task tracking tools
• Self\-starter with the ability to work independently and take initiative

Preferred Qualifications

• Experience supporting membership\-based organizations or associations
• Familiarity with committee\-based review processes
• Experience with CRM, ticketing, or workflow management systems (MemberSuite)
• Basic understanding of branding and communication standards
• Basic web editing in Wordpress / Elementor / Gravity Forms

Work Style Expectations

• Process\-driven and highly reliable
• Able to follow instructions precisely while maintaining efficiency
• Responsive and accountable in task execution
• Professional, discreet, and team\-oriented
• Comfortable working in a structured environment with defined approval workflows

Position Impact

This role is critical to maintaining operational efficiency and ensuring that member communications are accurate, timely, and professionally presented. The position directly supports leadership effectiveness and improves the organization’s ability to serve its membership.

Pay: $20\.00 \- $35\.00 per hour

Benefits:

• Flexible schedule

Application Question(s):

• Would you be willing to travel once a year to our annual conference? It is in a different state every year. Expenses will be covered.

Experience:

• Office Admin: 5 years (Preferred)

Work Location: Remote