Association Administrator

Association Administrator

Company: Center for Association Management, Inc.
Location: Waltham, MA (hybrid with 2 days working remotely)
Position: Association Administrator (AA) 
Employment Type: Full-Time 

About Us
Center for Association Management, Inc. (“CAMI”) provides management services to nonprofit business and trade associations. We are dedicated to facilitating smooth operations and advancing the goals of our client-associations. We are seeking a dynamic and organized individual to join our team as an Association Administrator (AA).

Position Overview 
The Association Administrator (AA) provides general office support, client relations, and project assistance to CAMI-employed Association Managers (AMs) and facilitates the smooth operations of the office. The AA will work closely with AMs and client-associations, ensuring timely responses to inquiries, managing day-to-day tasks, and supporting various administrative functions. This role requires a high level of independence, initiative, and the ability to handle multiple tasks effectively.

Responsibilities
General/Admin Tasks:
- Answer phones and handle general inquiries for all clients, with in-depth support for assigned clients
- Communicate with client-associations' Board, officers, representatives, and agents
- Record and enter daily timesheet
- Manage incoming and outgoing mail, read and reply to emails
- Maintain both paper and electronic filing systems
- Keep records up-to-date per client-associations' policies
- Order office supplies and maintain inventory
- Inform supervisors of any urgent client requests or issues

Meeting and Board Support for Client-Associations:
- Create and proof meeting notices and email promotions
- Develop and execute social media schedules and posts
- Manage meeting registrations and reconciliation
- Provide support for committee and board meetings, including taking minutes and coordinating logistics
- Attend and support on-site meetings, handling registration, attendee interactions, and coordination with venue staff
- Basic knowledge of A/V equipment for meeting setups

Financial Support:
- Process incoming payments and enter them into finance software
- Process credit card transactions and prepare/send receipts
- Prepare invoices and manage outgoing payments
- Prepare bank deposits and reconcile financial records

Member Communications:
- Prepare and format mailings, meeting notices, handouts, newsletters, etc.
- Draft and send surveys, compile results, and format/send blogs or newsletters
- Manage and update websites and social media accounts
- Maintain and manage databases for membership, event attendance, and sponsorships

Preferred Hard Skills
- MS Office (Word, Excel, PowerPoint, Outlook, Adobe Acrobat etc.)
- Communication and Surveys (Constant Contact, SurveyMonkey etc.)
- Content Management and Creation (WordPress, InDesign, Canva etc.)
- Financial and Accounting Software (Peachtree, Quicken, QuickBooks Online, Authorize.net, PayPal etc.)
- Database and File Management (FileMaker, SharePoint etc.)
- Event Management (Cvent, Eventbrite, Wild Apricot etc.)
- Social Media (Twitter, LinkedIn, Facebook, Instagram etc.)
- Timeslips

Preferred Soft Skills
- Detail-oriented and quality-minded
- Analytical and enjoys a fast-paced environment
- Multi-tasker with patience and methodical approach
- Independent worker who thrives in a group setting
- Problem solver with the ability to work within set guidelines

Additional Requirements
- Flexibility to accommodate early and late meetings
- Ability to attend and staff off-site meetings and conferences

Benefits
- Salary Range: $50,000-$65,000 
- 401k, Health Insurance, 3 weeks PTO

Interested candidates should send their resume and cover letter to theoffice@camihq.com. Center for Association Management, Inc. is an Equal Opportunity Employer and encourages applicants from diverse backgrounds to apply.