Administrative Assistant – Part Time

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Join a mission-driven association team and play a key role in preparing for a major conference while supporting day-to-day administrative operations. This position offers an opportunity to gain exposure to event planning, member engagement, and conference logistics in a collaborative professional environment.

Responsibilities:

• Provide administrative support to association leadership and conference planning teams.
• Assist with conference registration, attendee communications, and database updates.
• Coordinate meeting schedules, conference calls, and planning meetings.
• Prepare agendas, meeting materials, name badges, attendee lists, and conference packets.
• Support communication with members, speakers, sponsors, exhibitors, and vendors.
• Maintain accurate records, spreadsheets, and event documentation.
• Assist with conference hotel rooming lists, travel arrangements, and transportation logistics.
• Coordinate catering orders, meeting room setups, audiovisual requests, and event supplies.
• Track registration inquiries and respond to participant questions in a professional manner.
• Process invoices, expense reports, purchase orders, and payment tracking.
• Assist with sponsor and exhibitor logistics, including contract paperwork and event materials.
• Support membership record updates and data entry projects.
• Manage conference inventory including signage, promotional materials, registration supplies, and giveaways.
• Prepare post-event surveys, reports, and attendee feedback summaries.
• Provide on-site administrative support during conference events, including registration desk coverage and troubleshooting.
• Perform general office duties including filing, scanning, copying, mailing, and document preparation.
• Assist with special projects and additional administrative tasks as assigned.

Requirements

• 3+ years of administrative, office support, customer service, association, nonprofit, or event-related experience.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Experience with data entry and maintaining confidential information.
• Customer-focused mindset with strong interpersonal skills.
• Ability to work independently while collaborating effectively with team members.
• Experience supporting meetings, conferences, events, or member-based organizations preferred.
• Willingness to provide occasional support before, during, or after conference events as needed.

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