Description

CAL SMACNA is Hiring: Administrative Assistant

We’re excited to share an opportunity to join our team as an Administrative Assistant. We’re looking for someone who is organized, detail-oriented, professional, and ready to support our team in a fast-paced environment.

CAL SMACNA is a professional, missiondriven trade association committed to supporting our members, advancing industry excellence, and maintaining a collaborative and highperforming work environment. We are seeking a detailoriented and proactive Administrative Assistant to join our team and support daily operations.

The Administrative Assistant plays a key role in ensuring smooth and efficient office operations. This position provides administrative and clerical support to the Executive Vice President, Director of Operations, Event and Government Affairs Manager, and members as well as helping maintain organized workflows, clear communication, and a professional office environment. The ideal candidate is dependable, organized, and able to manage multiple tasks with accuracy and discretion. 

If you or someone you know is looking for a great opportunity to grow with our company, we encourage you to apply, email veronika@cal-smacna.org or share this post with your network. Please see the attached job description for full details.

We look forward to connecting with qualified candidates!

Requirements

Key Responsibilities:

• Provide general administrative support to Executive Vice President, Director of Operations and Event and Government Affairs Manager including copying, scanning, filing, data entry
• Answer and direct incoming calls; greet and assist visitors
• Manage Social Media for the Association
• Assist with Grassroots Coordination
• Manage Membership database, process new members and inquiries
• Maintain organized electronic and physical filing systems
• Maintain Education Reimbursement Program
• Schedule and coordinate meetings as needed
• Prepare, assemble and mail Board of Directors meeting packets
• Prepare meeting minutes for Board of Directors meetings
• Draft, proofread, and edit correspondence, reports, and documents
• Assist with event planning and logistics
• Manage office supply inventory and place orders
• Process incoming and outgoing mail and deliveries
• Support staff with special projects and administrative tasks
• Maintain regular, predictable attendance and work effectively with others

Qualifications:

• Proven administrative experience, preferably with a non-profit membership association or trade association environment
• Excellent written and verbal communication skills including attention to detail and accuracy in all work
• Proficiency with Microsoft Office Suite, Adobe, and basic office equipment
• Experience with membership databases or CRM systems is a plus
• Ability to work independently and collaboratively in a team environment
• Strong organizational and time management skills with the ability to prioritize effectively

Preferred Attributes:

• Familiarity with non-profit organizations, governance, and member-based associations
• Professional demeanor and strong interpersonal skills
• Ability to handle multiple projects in a fast-paced environment
• Problem-solving mindset and proactive approach to tasks

Education: 

• Associate’s degree in business administration or related field preferred (or equivalent experience)

Work Environment:

• This position operates in a professional office environment with occasional support required for convention and events outside of regular business hours
• Supportive, teamoriented environment
• Opportunities to contribute to meaningful projects

Stable organization with a strong reputation

Benefits:        

• Paid sick and vacation time
• Competitive benefits package, including health and dental benefits
• Contribution to a SEP IRA 

How to Apply:

Please submit your resume and a brief cover letter explaining your interest in the role to veronika@cal-smacna.org. Applications will be reviewed on a rolling basis.