Job Description

Position: Administrative Coordinator  

Reporting to: Director of Operations & Member Affairs  

Part-Time | On-Site  

Posted: January 14, 2025

We are seeking a highly organized and proactive, part-time Administrative Coordinator to join our team. This role is crucial to supporting the smooth functioning of our office by providing administrative assistance across various tasks, including data entry, office supply management, meeting arrangements, and marketing activities as needed. The ideal candidate will be a detail-oriented, multitasker with strong communication skills and the ability to collaborate effectively with colleagues in different departments.

Administrative & Data Entry:  

• Collect, sort, and distribute incoming mail.
• Assist with Meeting and Events, event promotions, attendance calls, & general admin support as needed. 
• Handle all aspects of member mailings including copying, collating, stuffing, and postage (All Star Trip Gifts, Condolence Cards, Thank You Cards, Gift Orders, etc.) 
• Assist in creating member surveys and manage reporting. 
• Assist with ongoing updates to MAST’s central database (Salesforce). 
• Assist in annual MAST Award activity. 
• Assist in Board Election & Committee activity. 

Office Supplies & Inventory Management:  

• Manage inventory and maintain organized storage of office supplies, including printer/ink supplies, storage closet items, and event supplies. 
• Manage and maintain kitchen supplies, and cleanliness (for example: occasionally cleanout/organize refrigerator, cabinets, kitchen closets). 

Meeting Minutes & Arrangements:  

• Assist in booking restaurants and coordinating reservations for board, committee, and supplier meetings. 
• Oversee in-office meeting preparations involving board room reservations, food and beverage orders, A/V, set up and clean up 
• Attend each Committee Meeting (in-person or virtually) and produce Committee Meeting Minutes in an accurate and timely fashion. 

MAST Staff Misc.  

• Provide day-to-day administrative support to employees and management. 
• Handle incoming calls, emails, and correspondence, as needed. 
• Provide coverage when staff are out of the office. 
• Assist with MAST events, preparation, and on-site execution. 
• Other duties and responsibilities assigned by the company. 

Qualifications:

• Proven experience in an administrative role, ideally within a fast-paced office environment.
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and basic office equipment.
• Excellent communication skills, both written and verbal.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and collaboratively with team members at all levels.
• Positive attitude and a proactive approach to work.

Working Conditions:

• Part-time with occasional flexibility needed for event or travel coordination.
• Office-based with the possibility of occasional remote work based on team needs.

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