We are seeking an Adminstrative Assistant (Membership & Communications) to join our collaborative team. In this role, you will help support the day-to-day operations of multiple client trade associations. You’ll play a key part in a small, fast-paced office environment where adaptability, initiative, and a team-first attitude are essential.

To succeed in this position, you should bring strong administrative and organizational skills, attention to detail, and excellent customer service abilities. The ideal candidate is a clear communicator, a thoughtful problem-solver, and comfortable working in a multi-client setting. Ideally, candidates experience includes membership support and administration, communications, or roles within nonprofit organizations or associations.

This is a full-time (40 hours per week) or part-time (25 hours per week) position with a flexible and supportive work environment, and the potential for growth. We work remotely with an all-hands meeting once a month in our Warren, RI office. Some travel may be required throughout the year.

Position Overview

This Administrative Assistant position supports the day-to-day operations of multiple client trade associations as part of a dynamic, collaborative team. This position brings together technical, administrative, and communication skills to ensure smooth membership management, high-quality communications, and efficient execution of key operational tasks. The ideal candidate is detail-oriented, flexible, and capable of thriving in a fast-paced, multi-client environment.

Key Responsibilities

Membership

• Maintain accurate member databases across platforms including Naylor, QuickBooks, Constant Contact, and MailChimp.
• Conduct quarterly reconciliations of member records between Naylor and QuickBooks.
• Process and track new member registrations, renewals, and related financial transactions.
• Record all client transactions (event registrations, publications, dues, etc.) into QuickBooks in a timely and accurate manner.
• Support the maintenance of industry prospect lists and engagement tracking.
• Coordinate the annual membership renewal process and assist in recruitment campaigns.

Communications

• Collaborate with internal staff and clients to develop and implement communications strategies that improve engagement and visibility.
• Liaison with the marketing and design contractor to ensure they have the necessary content.
• Ensure that clients are following current content, branding, and SEO best practices; support redesign efforts as needed.
• Distribute newsletters, press releases, promotional content, and social media updates.
• Execute email campaigns using Constant Contact and MailChimp; monitor and analyze performance metrics for improvement.
• Ensure content is engaging, accurate, and targeted to relevant member and stakeholder audiences.
• Liaison with contractors to grow social media platforms, ensuring timely and responsive communication.
• Provide administrative support in the layout, design, and production of marketing materials.

Core Competencies

• Ability to work collaboratively on a small, multi-client team, contributing your specific technical and administrative expertise.
• Strong administrative and organizational aptitude, including general bookkeeping knowledge and logistical coordination skills.
• High level of proficiency in written and oral communication appropriate for interacting with members, vendors, and partners.
• Clear thinker with strong interpersonal and customer service skills, demonstrating professionalism, credibility, and flexibility.
• Ability to manage competing priorities and meet deadlines with attention to detail and follow-through.
• Strong collaborative mindset with the ability to adapt and problem-solve in a fast-paced, evolving environment.

Required Skills & Qualifications

• Associate or bachelor’s degree preferred; relevant work experience considered.
• Two-plus years’ experience in membership support and related administration, communications, or roles within nonprofits/associations required. Experience in events and bookkeeping a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and required.
• Familiarity with AI tools, Constant Contact, InDesign (Adobe Creative Suite), QuickBooks Online and Association Management Systems preferred (Naylor).
• Experience with MailChimp, Feathr!, website CMS platforms, and basic graphic design or HTML is a plus.
• Detail-oriented with the ability to work independently and as part of a team.

Additional Information

• Full-time or part-time salaried position with benefits including flex schedules, retirement and access to medical, eye and dental care.
• Occasional travel and some evening/weekend work may be required for events or client meetings.
• Opportunity to grow within a mission-driven, team-oriented environment supporting professional trade associations.