Job Description

Position Title: Administrative Assistant

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.

Essential tasks of position:

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)

Wages, Hours, & Benefits:

• 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!

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