Administrative Assistant

Administrative Assistant to join our team. The ideal candidate will be reliable, highly organized, and possess excellent communication skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment. 

This position provides an opportunity to contribute to an organization that is dedicated to supporting its members, advocating for the newspaper industry, promoting public understanding of the essential role newspapers play, and safeguarding fundamental freedoms of press, speech, and the free flow of information.

• General Administrative Support: Provide day-to-day administrative assistance to Executive Director, staff and board members, including managing schedules, coordinating meetings, and responding to inquiries from members, partners, and the public.
• Document Management: Mail merges for various purposes, prepare and edit correspondence, reports, presentations, and other business documents. Organize and maintain files (physical and digital). Assist in the preparation of materials for meetings and events.
• Communication: Serve as the first point of contact for internal and external communications. Answer phone calls, manage emails, and direct inquiries to the appropriate parties.
• Data Entry & Reporting: Assist with data entry and basic reporting of membership database. Maintain and organize digital and physical records, including member files, contracts, and correspondence. Assist with data entry and database updates to ensure accurate and up-to-date information.
• Membership Support: Provide administrative assistance to the membership department, including processing new memberships, renewals, and member inquiries. Ensure that member benefits are communicated effectively.
• Event Support: Assist with the planning and execution of association events, including conferences, workshops, and member engagement activities. This may include coordinating logistics, registrations, and speaker arrangements.
• Miscellaneous Tasks: Assist with special projects and other administrative tasks as needed, including research and documentation.

Education: High school diploma required; Associate degree or higher preferred.
Experience: 2+ years of experience in an administrative role, preferably in an association or newspaper environment
Preferred: Knowledge of the association's mission or industry, as well as prior experience in a similar role within a membership-based organization.   

Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams); Zoom; Adobe Acrobat
• Experience with website updates using WordPress and FormStack
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Ability to handle confidential information with discretion.
• Multitasking and problem-solving abilities in a fast-paced environment.
• Basic understanding of office equipment (copiers, projectors, Meeting Owl, etc.).
• Ability to work independently and as part of a team.

• Competitive salary and benefits package.
• Opportunities for professional development and growth.
• Collaborative and supportive work environment.
• The chance to make a significant impact on the newspaper industry.