Administrative Assistant & Digital Marketing

Administrative \& Digital Marketing Specialist Organization: U.S. Minority Contractors Association (USMCA) Position: Administrative \& Digital Marketing Specialist Reports To: Executive Leadership Position Type: Administrative, Membership \& Marketing Support Position Summary The Administrative \& Digital Marketing Specialist provides day\-to\-day administrative, membership, event, and digital marketing support for the U.S. Minority Contractors Association (USMCA). This position is responsible for helping maintain efficient office operations while supporting USMCA's communications, membership engagement, events, trainings, meetings, and overall digital presence. The ideal candidate is highly organized, detail\-oriented, technology savvy, creative, and comfortable managing multiple assignments and deadlines simultaneously. This individual must be a self\-starter who can take direction, work independently, anticipate administrative needs, and use traditional and AI\-powered digital tools to improve productivity, communications, and marketing efforts. Administrative \& Office Responsibilities Perform daily administrative duties to support USMCA executive staff, programs, membership services, events, and organizational operations. Manage and maintain Google Calendar, including scheduling meetings, appointments, trainings, events, reminders, and other organizational activities. Schedule and coordinate Zoom meetings, including creating meeting links, sending invitations, maintaining meeting details, and assisting with virtual meeting preparation. Maintain organized electronic files and records using Google Drive and other approved filing systems. Create, edit, combine, organize, and maintain PDF documents using Adobe Acrobat. Prepare professional correspondence, letters, meeting materials, forms, presentations, reports, and other administrative documents. Monitor assigned administrative tasks and follow up with staff, members, partners, vendors, and other stakeholders as directed. Assist executive staff with scheduling, meeting preparation, event coordination, document management, and general administrative support. Maintain accurate records and ensure documents, calendars, contact information, event information, and digital files remain current. Manage multiple assignments and deadlines while maintaining accuracy and attention to detail. Digital Marketing \& Communications Responsibilities Support USMCA's marketing strategy by using social media and digital platforms to promote membership, programs, events, trainings, and organizational initiatives. Assist with the development and implementation of social media marketing plans and campaigns for USMCA signature events and programs. Create professional digital marketing materials, flyers, announcements, social media graphics, event graphics, and other promotional content using Canva. Use Mailchimp to create and distribute email marketing campaigns, newsletters, event announcements, membership communications, and other email blasts. Create, maintain, and update Eventbrite event pages, registration information, event descriptions, and attendee communications. Maintain USMCA's online presence by ensuring events, programs, trainings, membership opportunities, and organizational announcements are promoted consistently. Assist with creating and scheduling content for LinkedIn, Facebook, Instagram, and other approved social media platforms. Use ChatGPT and other approved artificial intelligence (AI) tools to assist with marketing ideas, social media content, email campaigns, event descriptions, promotional language, research, and administrative productivity. Review all AI\-assisted content for accuracy, professionalism, appropriate tone, and consistency with USMCA branding before publication. Research current digital marketing, social media, and communication trends and recommend strategies that support USMCA's brand and audience engagement. Maintain consistency in USMCA branding, messaging, logos, colors, and organizational voice across marketing materials. Membership Services Responsibilities Communicate directly with existing and prospective USMCA members by email and telephone. Respond to routine membership inquiries and follow up on individual member needs. Follow up with prospective members using approved USMCA membership information, documents, and benefit materials. Update and maintain USMCA's CRM/database with member information, communications, needs, follow\-up activities, and other relevant information. Assist with maintaining relationships with USMCA members, partners, contractors, community organizations, and stakeholders. Track membership processes from initial inquiry through completion, including required forms, payments, appointments, sessions, and follow\-up activities. Maintain and update electronic and hard\-copy membership filing systems. Assist with membership recruitment and retention communications. Provide professional, courteous, and member\-focused customer service. Event \& Meeting Support Assist with the administrative coordination and promotion of USMCA meetings, trainings, workshops, networking events, signature events, and other organizational activities. Create and maintain event registration pages through Eventbrite and other approved platforms. Develop event flyers, social media graphics, email announcements, and promotional materials using Canva. Schedule Zoom meetings and virtual events and distribute appropriate meeting information. Maintain event information on organizational calendars. Send event reminders and follow\-up communications through Mailchimp, email, and other approved platforms. Assist with maintaining attendee and registration lists. Support post\-event communications, recordkeeping, and administrative closeout. Required Qualifications High school diploma or GED required; associate or bachelor's degree in Business Administration, Marketing, Communications, or a related field is preferred. Strong written and verbal communication skills. Professional telephone and email communication skills. Strong computer and digital technology skills. Experience with or demonstrated ability to learn Google Workspace, including Google Calendar, Gmail, Google Drive, Docs, and Sheets. Experience with or ability to learn Adobe Acrobat, Mailchimp, Eventbrite, Zoom, Canva, CRM/database systems, ChatGPT, and other AI productivity tools. Familiarity with social media platforms including LinkedIn, Facebook, and Instagram. Ability to take information and direction from executive staff and convert it into professional marketing and communication materials. Ability to manage multiple projects, responsibilities, and deadlines simultaneously. Strong attention to detail, organization, and follow\-through. Ability to work independently with limited supervision while also functioning effectively as part of a team. Ability to learn new software, technology, and digital platforms quickly. Strong data\-entry, recordkeeping, and document\-management skills. Ability to appropriately handle confidential organizational and member information. Preferred Skills \& Professional Characteristics The successful candidate will be: Detail\-Oriented: Reviews work carefully for accuracy, completeness, spelling, formatting, dates, names, links, and other important details. A Self\-Starter: Takes initiative, identifies tasks that need attention, and follows through without requiring constant supervision. An Effective Multitasker: Can prioritize and manage administrative duties, membership requests, marketing assignments, meetings, and event deadlines simultaneously. Technology Savvy: Comfortable learning and using digital platforms, software, AI tools, and online communication systems. Creative: Able to develop visually appealing and engaging marketing materials while maintaining USMCA branding. Organized: Maintains calendars, files, databases, communications, and project information in an orderly and accessible manner. Professional: Communicates effectively with executives, members, partners, vendors, contractors, and community stakeholders. Member\-Focused: Treats USMCA members and prospective members with professionalism, patience, kindness, and respect. Dependable: Meets deadlines, follows through on assignments, and communicates promptly when additional information or direction is needed. Adaptable: Can shift priorities when necessary and work effectively in a fast\-paced environment. High Integrity: Demonstrates discretion, confidentiality, accountability, and sound judgment when handling organizational and member information. Key Technology \& Platforms The Administrative \& Digital Marketing Specialist should be proficient in or willing and able to quickly learn: Google Workspace \| Google Calendar \| Google Drive \| Gmail \| Adobe Acrobat \| Canva \| Mailchimp \| Eventbrite \| Zoom \| ChatGPT/AI Tools \| CRM Systems \| LinkedIn \| Facebook \| Instagram This position requires an individual who can balance administrative organization, membership support, event coordination, digital marketing, and technology while helping USMCA maintain professional and responsive day\-to\-day operations. Pay: $22\.00 \- $25\.00 per hour Expected hours: 40\.0 per week Benefits: Paid time off Work Location: In person