Administrative Assistant for Volunteer Engagement and Chapter Relations

Summary: • You need a high school diploma (associates/bachelor's preferred), 2-3 years in admin/support, strong communication, Microsoft Office skills, and experience in event planning is a plus. • You will manage committee records, coordinate awards processes, support chapter communications, provide general admin support, handle outreach, and assist in event planning and logistics. The American Statistical Association, a non-profit professional society located in Old Town Alexandria, has an immediate opening for an experienced, knowledgeable Administrative Assistant to serve Volunteer Engagement and Chapter Relations for the American Statistical Association (ASA). The Administrative Assistant supports the coordination of volunteer committee appointments, awards process management, regional chapters, and elections. This role involves handling administrative tasks, maintaining organized records, and facilitating communication between volunteers, committee members, chapter leaders, and the ASA's leadership team. This is mainly a remote position with occasional in-office requirements. Major Responsibilities Include Committee Support: The ASA has over 50 committees, the members of which are ASA members who are appointed by ASA leadership and who serve on these committees as unpaid volunteers. The administrative assistant will • Maintain up-to-date records of committee members and appointment terms. • Schedule Council meetings, including preparing and distributing agendas, and taking minutes. • Track committee assignments and appointments to ensure alignment with organizational goals. • Manage the distribution of materials and resources for committee members. Awards Process Coordination: • Provide administrative support for the organization's awards process, including managing nomination forms, tracking submissions, and coordinating with selection committees. • Draft and distribute communications regarding the awards process and timelines. • Organize logistics for award presentations and ceremonies, including materials preparation and coordination with ASA's meeting planners. Chapter Relations Assistance: • Support the communication between the national office and regional chapters by managing correspondence and ensuring chapter leaders have the resources they need. • Organize and distribute chapter materials, guidelines, and updates. • Track chapter activities and events, ensuring alignment with national goals. • Provide administrative support for the scheduling and planning of COCGB meetings General Administrative Support: • Maintain and organize files, databases, and records related to committee appointments, awards, and chapter activities. • Handle day-to-day communication and inquiries from committee members, committee chairs, and chapter officers. • Assist with the preparation of reports, presentations, and documentation as requested by the Associate Executive Director. • Monitor deadlines and send reminders for key tasks, such as committee appointments, awards submissions, and chapter reporting. • Provide administrative support for the national election process Communication and Outreach: • Draft and send email and other communications to committee members and chairs, chapter leaders, and the broader membership regarding ongoing initiatives and opportunities. • Manage incoming queries regarding the appointment process, awards, and chapter activities. Event Support: • Provide administrative and logistical support with planning and executing special events like awards ceremonies, chapter conferences, and volunteer recognition events. • Prepare and distribute materials for awards ceremony, ensuring participants have the necessary information and resources. • High school diploma required; associate or bachelor's degree preferred. • 2-3 years of experience in an administrative or support role, preferably in a nonprofit or membership-based organization. • Excellent organizational and time-management skills. • Strong written and verbal communication skills. • Demonstrate initiative. • Maintain a high level of customer service. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with database management. • Ability to work both independently and as part of a team in a fast-paced environment. • Attention to detail and ability to manage multiple priorities effectively and to completion. • Experience in event planning and coordination is a plus. This is mainly a remote position with occasional in-office requirements. ASA is in walking distance of the Braddock Road Metro and offers excellent benefits including medical, dental, vision, 401k, tuition reimbursement, free parking or subsidized public transportation. Please submit cover letter and resume via this job site or by e-mail to . The American Statistical Association is an equal opportunity employer. We do not discriminate against any individual based on race, color, religion, gender, sexual orientation, ethnicity, age, marital or family status, military status, physical or mental disability, pregnancy/childbirth, genetic information, or any other legally protected characteristic. Requirements: • High school diploma required; associate or bachelor's degree preferred. • 2-3 years of experience in an administrative or support role, preferably in a nonprofit or membership-based organization. • Excellent organizational and time-management skills. • Strong written and verbal communication skills. • Demonstrate initiative. • Maintain a high level of customer service. • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with database management. • Ability to work both independently and as part of a team in a fast-paced environment. • Attention to detail and ability to manage multiple priorities effectively and to completion. • Experience in event planning and coordination is a plus. Responsibilities: • Committee Support: The ASA has over 50 committees, the members of which are ASA members who are appointed by ASA leadership and who serve on these committees as unpaid volunteers. The administrative assistant will maintain up-to-date records of committee members and appointment terms. Schedule Council meetings, including preparing and distributing agendas, and taking minutes. Track committee assignments and appointments to ensure alignment with organizational goals. Manage the distribution of materials and resources for committee members. • Awards Process Coordination: Provide administrative support for the organization's awards process, including managing nomination forms, tracking submissions, and coordinating with selection committees. Draft and distribute communications regarding the awards process and timelines. Organize logistics for award presentations and ceremonies, including materials preparation and coordination with ASA's meeting planners. • Chapter Relations Assistance: Support the communication between the national office and regional chapters by managing correspondence and ensuring chapter leaders have the resources they need. Organize and distribute chapter materials, guidelines, and updates. Track chapter activities and events, ensuring alignment with national goals. Provide administrative support for the scheduling and planning of COCGB meetings. • General Administrative Support: Maintain and organize files, databases, and records related to committee appointments, awards, and chapter activities. Handle day-to-day communication and inquiries from committee members, committee chairs, and chapter officers. Assist with the preparation of reports, presentations, and documentation as requested by the Associate Executive Director. Monitor deadlines and send reminders for key tasks, such as committee appointments, awards submissions, and chapter reporting. Provide administrative support for the national election process. • Communication and Outreach: Draft and send email and other communications to committee members and chairs, chapter leaders, and the broader membership regarding ongoing initiatives and opportunities. Manage incoming queries regarding the appointment process, awards, and chapter activities. • Event Support: Provide administrative and logistical support with planning and executing special events like awards ceremonies, chapter conferences, and volunteer recognition events. Prepare and distribute materials for awards ceremony, ensuring participants have the necessary information and resources.