MHLA seeks to hire part-time Administrative Assistant

The Maryland Hotel Lodging Association (MHLA) (www.mdlodging.org) is a business trade association located in Annapolis, MD.  We are seeking an Administrative Assistant to join a small, but extremely busy staff that deals with high level policy and industry issues.

This position is best suited for a team player with a “can do” attitude.  The ideal candidate will be customer/member focused, detail-oriented, and will have strong oral and written communication skills. This position will require a high-level of administrative support, such as taking calls, scheduling meetings, managing executive requests, database management and other office duties. This position is not remote.

Reports to: Vice President of Operations
Hours:  Average 20-25 hours per week within core business hours.
Rate of Pay: $20.00-$24.00 per hour based on experience.  Eligible for retirement plan after one year.
Travel: Willingness to travel to Signature Events and other association meetings outside of the office, as needed, is a plus.

​Major Responsibilities:   Primary areas of responsibility are below.  Additional duties may be assigned to support member activity, committees and achievement of organizational goals. 

Membership Services & Support
 Database management - update and maintain member and prospect contact information, payments, notes, and mailing/distribution lists.
 Assist with answering phones and monitoring general email inbox.  Respond to requests concerning membership or general information in a timely manner, referring questions to other staff members as needed.
 Oversee invoicing for member dues: Generate and send invoices, record payments, follow up on collections, send receipts, thank you notes, etc.
 Prepare internal summary of payments.
 Assist with membership reports.
 Assist with retention of files and electronic records in accordance with MHLA policies.
 Assist with website updates as needed.
 Assist with preparation of materials (electronic, printed, mailings, etc.) for various meetings or communications.

Meetings & Event Support
 In-office services for Signature Events (i.e., Annual Awards Luncheon & Golf Outing), Regional Meetings, seminars, etc.
​Assist with event registrations and related communication.  Respond to registrant questions by phone and email in a timely manner.
 Oversee invoicing for events: Generate and send invoices, record payments, follow up on collections, send receipts, thank you notes, etc.
 Marketing & Promotion of events – Assist with email blasts and mailings, answer questions by phone / email, etc.
 Assist with the preparation and assembly of meeting/event materials for staff and committee liaisons, including attendee lists, tent cards and badges, printed programs, power points, and other meeting materials.
 Obtain sponsor logos and display as needed (print/web/email)
 On-site registration assistance at meetings and events
 Assist with post event tasks as needed.

General Skills & Qualifications
1. 5-10 years of prior professional work experience, preferably in an Association environment.  Associate or bachelor’s degree in business, Marketing, Communications or other related discipline is required.
2. Proficient in Microsoft Office, with particular strong skills in Word (require ability to perform Mail Merges for print/email) Excel, and PowerPoint.
3. Responsive and timely entry/update of information into database(s) and accurate record keeping across multiple systems.
4. Highly organized self-starter with strong time management skills and attention to detail
5. Able to manage multiple tasks/projects and meet agreed upon deadlines. Balance priorities of tasks appropriately.
6. Self-starter with ability to work independently with minimal supervision as well as under pressure.
7. Professional phone manner
8. Excellent customer service skills and willingness to collaborate/interface with staff and members.

​To Apply
Submit resume and cover letter to Melissa Simpson at [email protected]. The cover letter must include contact information and availability for a start date.  Resumes must be attached, preferably as a pdf.