Rapoza Associates offers a competitive compensation package. Please provide salary requirements in cover letter.
4 Year Degree
The firm is seeking a full-time, in-person Association and Administrative Coordinator, who is responsible for providing day-to-day administrative support on a variety of issues for the CEO, Director of Administration and the Rapoza Associates team, and will also serve as a first point of contact for many of the Coalition members and other clients. The ideal candidate is a self-starter who takes initiative and has a strong attention to detail and customer service ethic. The candidate will have project management skills, be flexible, high-energy and a team player, who is excited by engaging in and providing support for all facets of our business. Duties include:
Coalition/Association membership and client support and coordination: Serve as day-to-day point person on association management software. Maintain membership and client databases. Prepare reports on client engagement, payment activity and membership trends. Respond to member and client inquiries. Support and update Coalitions’ and firm’s website. Scheduling, logistical, and meeting support for coalition, board, and other group meetings (both virtual and in-person).
Accounting and financial management support: Reconcile and track invoices and membership-related accounting, deposit checks, provide back-up support in QuickBooks, stay up to date with scanning, and paper and digital filing for all financial, membership, and operational matters. Serve as an assistant to the Director of Administration.
Administrative support to CEO: Provide administrative, scheduling, calendar management, and travel support to the CEO. Draft and edit professional correspondence, PowerPoints and other documents. Support scheduling of Congressional meetings.
Office administration: Screen visitors, answer and direct phone calls, respond to inquiries, and serve as front-desk receptionist. Manage mail and package tracking. Serve as day-to-day support to the firm’s team of five for administrative and office management issues. Manage and order supplies. Serve as a point of contact for vendors. Maintain a working relationship with building management and report and help resolve any issues.
Event management support: Provide on-site, administrative preparation, registration and website support for three conferences per year plus some in-person Coalition Board meetings. Order supplies and prepare materials. Staff events and evening receptions, liaison with venues and manage room blocks. Support sponsorship management.
Rapoza Associates is committed to a diverse and inclusive workforce and encourages all candidates to apply.
This position is in-person (not remote).
To apply, please submit a resume and cover letter to firstname.lastname@example.org before February 22. Applications will be reviewed as received. Due to the volume of applications usually received, we regret that we cannot individually respond to all candidates.
The ideal candidate has the following qualifications or experience:
Administrative support experience, filing and general office management duties.
Tech-savvy individual who uses software and technology to create greater efficiencies and improved customer service for our clients and coalition members.
Extremely organized with experience managing multiple tasks or workstreams.
Experience in coordinating or managing detailed processes.
Experience in scheduling for senior executive(s) and group meetings.
Experience in coordinating and arranging travel.
Experience with a CRM or association management software and with mail merges.
Experience in Excel with developing and managing spreadsheets.
Rapoza Associates is a nonpartisan, public-interest lobbying, government relations and association management firm with more than four decades of experience providing comprehensive legislative and support services to community development and affordable housing organizations, nonprofits, associations, and other public agencies. The firm’s clients work to deliver positive change and expand opportunity in economically distressed communities across the country. The firm serves as the management agent and Washington, DC office for three national community development coalitions/trade associations. It provides association management services, including maintaining membership, coordinating with boards of directors, preparing information for federal and state reporting requirements, and coordinating conferences.