Administrative Assistant & Events Coordinator

Position Summary

The Administrative Assistant & Events Coordinator plays a vital role in supporting SHLB’s operations, membership engagement, and event planning efforts. This role provides administrative support, coordinates logistics for events (including webinars, policy calls, and the annual conference), and assists with member engagement tasks.

This is an ideal position for a detail-oriented professional who thrives in a fast-paced environment and is passionate about nonprofit operations, event coordination, and member engagement.

Key Responsibilities

Administrative Support (40%)

• Provide daily administrative support to leadership, including scheduling meetings, handling correspondence, and managing calendars.
• Maintain membership and event databases, ensuring records are accurate and up to date.
• Assist in preparing reports, presentations, and meeting materials.
• Handle invoice processing, expense tracking, and basic financial administration in coordination with the finance team.
• Monitor general inboxes and respond to member inquiries or route them to the appropriate staff.

Event Coordination & Logistics (40%)

• Manage the planning, logistics, and execution of SHLB’s events, including policy calls, webinars, and the annual conference, AnchorNets.
• Coordinate venue bookings, speaker scheduling, registration processes, and vendor relations.
• Assist in event promotion and communications, working with marketing to update the website and drive event attendance.
• Manage on-site and virtual event logistics, ensuring smooth execution.
• Track event metrics and compile post-event reports to assess impact and engagement.

Membership & Engagement Support (20%)

• Assist in member onboarding and renewal processes.
• Coordinate member outreach efforts, including event follow-ups and engagement tracking.
• Support the development of member communications, newsletters, and outreach materials.
• Help manage online member engagement via listservs, Google groups, and Member Compass, our database.

Qualifications

• 2-4 years of administrative or event coordination experience (preferably in a nonprofit or membership-based organization).
• Strong organizational skills and attention to detail.
• Experience with event planning and logistics (virtual and in-person).
• Proficiency in Microsoft Office Suite, Google Workspace, and database/CRM software (Salesforce or similar is a plus).
• Strong written and verbal communication skills.
• Ability to multitask and manage competing priorities in a fast-paced environment.

Preferred Qualifications

• Experience in membership organizations or nonprofits.
• Familiarity with webinar platforms (Zoom, GoToWebinar, or similar).
• Basic knowledge of budgeting and expense tracking for events.