Administrative Assistant

Massachusetts NAHRO; Dedham (MA); On-site; USD 41,328 - 48,216; Part time

Benefits offered by this job

Flexible schedule

Retirement plan

Professional development opportunities

Job summary

A nonprofit organization seeks an Administrative Assistant to support daily operations and enhance member experience. This part-time role involves ensuring smooth office functions, managing member inquiries, and providing comprehensive administrative support. The ideal candidate should possess strong organizational and communication skills, experience in customer service, and proficiency with software tools. The position offers a rate of $30 to $35 per hour for 21 to 25 hours a week, along with flexible scheduling and benefits.

Qualifications

• Minimum two years of professional office experience in customer service, member relations, or housing authority.
• Exceptional interpersonal and communication skills.
• Ability to work independently and collaboratively in a team environment.

Responsibilities

• Support day-to-day operations of MassNAHRO and ensure high-quality member experiences.
• Maintain organized filing systems and manage office inventory.
• Respond to member inquiries and manage membership records.

Skills

Organizational skills

Communication skills

Customer service

Proficiency in Microsoft Office

Team collaboration

Education

Associate or bachelor's degree in business, communications, or related field

Tools

YourMembership

Online email platforms (Gmail, Outlook, Constant Contact)

Job description

Immediate Supervisor: Director of Professional Development/Member Services

Classification: Part Time, Non-exempt

Job Summary: The Administrative Assistant plays a vital role in supporting the day-to-day operations of MassNAHRO and ensuring a positive, high-quality experience for its members. Working in a small, collaborative office environment, this position provides comprehensive administrative and program support, serves as a key point of contact for member inquiries, and assists with the delivery of services and events. The ideal candidate is highly organized, communicates effectively, and brings a strong customer-service mindset to support MassNAHRO’s mission and membership.

General Administrative Functions

• Answer phones, open mail, and maintain organized filing systems
• Maintain office equipment and manage inventory of supplies and publications
• Process payments, generate invoices, and collect receivables
• Provide general office support and assist staff as needed
• Support special projects and perform other duties and responsibilities as assigned by the Executive Director

Member Services

• Maintain accurate and up-to-date member records in the association database (YourMembership), including designing queries, and running reports
• Support efficient membership renewal and invoicing processes and respond to member inquiries regarding account status
• Design, distribute, and evaluate member surveys
• Respond to members and other stakeholder inquiries and provide technical assistance where appropriate
• Manage the MassNAHRO website, including contact forms, and event pages
• Manage social media accounts (Facebook, X, LinkedIn) including regular postings of relevant content
• Draft newsletter articles as needed
• Promote and market new member services

Conferences & Trainings

• Produce and distribute conference and training materials, including name tags, conference packets, registration lists, signage, etc.
• Solicit exhibitors, advertisers, and sponsors
• Create marketing and promotional emails for trainings, conferences, and events
• Design and develop content and visuals for conference and event materials
• Provide on-site support at conferences and trainings as needed

Liaison to Committees

• Manage MassNAHRO Scholarship Program, including annual fundraising events.
• Serve as primary staff liaison to the Scholarship Committee and Leased Housing Committee by working with committee chairs to develop agendas, assembling information, ensuring follow-up, coordinating meeting logistics, etc.
• Assist with other on-going board committees and working groups as directed

Minimum Qualifications

• Minimum two (2) years of professional office experience, preferably in customer service, member relations, or housing authority environment
• Exceptional interpersonal and communication skills
• Proficiency in Microsoft Office (Word, Excel), online email platforms (Gmail, Outlook, Constant Contact)
• Ability to work independently and collaboratively in a team environment
• Ability to prioritize among competing goals to execute on deadlines
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Valid driver’s license and reliable access to a vehicle for occasional travel
• Ability to lift 40 pounds
• Ability to travel to meetings, conferences and events including some occasional overnight stays and/or additional hours

Preferred Qualifications

• Associate or bachelor’s degree preferably in business, communications, or related field
• Knowledge of the housing industry
• Proficiency in association management software and desktop publishing software
• Knowledge and proficient use of social media (Facebook, X, LinkedIn)
• Hourly Rate: $30 - $35 per hour
• Schedule: 21 to 25 hours per week
• Benefits: flexible schedule, retirement plan and professional development opportunities

If you are passionate about delivering exceptional member experiences and enjoy working in a collaborative, mission-driven organization, we encourage you to apply. Join our dynamic team and contribute to the success of our organization!