Administrative Assistant

NAPABA is seeking an experienced, highly motivated, and service-oriented professional to enhance the organization’s operational efficiencies and provide support across teams. This role will primarily support NAPABA's operations and membership departments by ensuring smooth office administration and fostering strong member relationships. This position requires strong systems management skills, a member-first orientation, and the ability to manage the processes that make our organization operate cohesively on a day-to-day basis. The ideal candidate must be organized, detail oriented, thorough, accurate, proactive, and an effective and collaborative communicator with internal and external stakeholders. This role requires the utmost confidentiality, reliability, and the ability to deal with sensitive information.

The Administrative Assistant is responsible for providing day-to-day support to the Deputy Executive Director and the Membership Manager and will provide periodic support to two other NAPABA executive leaders.

ESSENTIAL DUTIES AND RESPONSIBILITIES

OFFICE ADMINISTRATION

• Improve processes and procedures in support of organizational goals—proposing departmental and organizational policies to maximize efficiency.
• Administer all workplace tools (i.e. Asana, Adobe, Box) and develop proficiency in order to troubleshoot and train others.
• Maintain executive calendars including scheduling meetings, appointments, and making travel arrangements.
• Assist with reimbursement requests, invoice processing, receipt maintenance, credit card reporting, and check deposit recording duties.
• Assist with the reporting required for the annual financial audit and tax filing.
• Draft correspondence, conduct research, and maintain files and records.
• Maintain office supply orders and subscriptions.
• Manage vendor relationships and oversee accounts.
• Process incoming and outbound mail.
• Assist with hospitality tasks for NAPABA visitors and meetings.
• Demonstrate sound fiscal judgment in the use of all NAPABA resources and offer cost-saving alternatives.
• Perform other duties as assigned.

MEMBER SERVICE

• Provide excellent customer service to all members and prospective members—including responding to requests, inquiries, and concerns.
• Identify trends and provide solutions to frequent member issues or inquiries.
• Manage execution of member facing elements of NAPABA elections.
• Support the development and implementation of strategies to acquire new members and retain existing members.
• Perform other duties as assigned.

DATABASE AND CONTENT MANAGEMENT

• Administer timely and accurate maintenance of member records across NAPABA databases—including the association management system, email marketing database, and distribution lists.
• Maintain membership directories and implement strategies for promotion.
• Process dues transactions.
• Generate regular reports on membership trends, growth, and engagement levels for internal stakeholders.
• Maintenance of NAPABA webpages.
• Manage and maintain store products and discount codes.
• Create and manage event listings for partner programs, affiliate events, and internal webinars and liaise with marketing team to amplify.
• Maintain an active and engaging presence on NAPABA Social that fosters a sense of belonging and community.
• Perform other duties as assigned.

AFFILIATE & COMMITTEE ADMINISTRATION

• Provide support to NAPABA affiliates to foster their engagement, growth, and capacity building.
• Manage reports, records, and invoices for affiliates and national associate members and serve as the primary contact for affiliate membership inquiries.
• Provide support to NAPABA committees and networks to foster their engagement, growth, and activities—including webinar and virtual program administration, calendar and event listing maintenance, and group email messages management.
• Perform other duties as assigned.

QUALIFICATIONS

We are a fast-paced, high-energy organization with a staff that is highly motivated to deliver quality member service. This position may experience high level work demands under tight timelines. The ideal candidate has an undergraduate degree and two to three years’ professional experience in a customer service-oriented role.

• Strong project management, organizational, and time management skills, and the ability to work independently are all required.
• Strong systems management skills and the ability to work between various databases accurately and thoroughly.
• Excellent member-oriented and customer service ethic and ability to interact positively and effectively with a variety of audiences (including internal and external stakeholders) using written, verbal, and nonverbal communications.
• Strong interpersonal skills with the ability to build rapport and foster relationships with diverse stakeholders.
• Excellent analytical and critical thinking skills.
• Ability to work accurately and efficiently under pressure and with competing priorities.
• Strict attention to detail.
• Ability to use good judgment and work independently in a multi-task position.
• Capacity to adapt to new issues as they emerge.
• Experience with YourMembership association management platform and/or other membership databases a plus but not required.
• Fluency or ability to develop fluency with workflow process tools, including Microsoft Office, Slack, Asana, Box, and others.

LOGISTICAL REQUIREMENTS

• NAPABA operates on a 37 ½ work week with flexible hours and remote workdays.
• Ideally, the candidate should reside in the DC metro area. But regardless of residency, the candidate must commit to work in-person in NAPABA’s DC office regularly and as needed.
• The candidate will be required to be present and available throughout the NAPABA Convention and during other NAPABA programs and events.
• Periodic travel is required, estimated at one to two weeks in a 12-month period.

SALARY

$60,000 - $70,000 annually, commensurate with experience.

TO APPLY

• Applications will be reviewed on a rolling basis.
• Writing Exercise: Please submit a one-page writing sample that is in response to a prospective member who is seeking information on how to join the organization and get involved within a committee or network.
• Please submit a resume, cover letter, writing exercise, and three references in a singular PDF to admin@napaba.org.

About NAPABA

The National Asian Pacific American Bar Association (NAPABA) represents the interests of 80,000 legal professionals and nearly 90 national, state, and local Asian Pacific American bar associations. NAPABA is a leader in addressing civil rights issues confronting Asian American, Native Hawaiian, and Pacific Islander communities. Through its national network, NAPABA provides a strong voice for increased diversity in government and the judiciary on the local, state, and federal levels, advocates for equal opportunity in the workplace, works to eliminate hate crimes and anti-immigrant sentiment, and promotes the professional development of people of color in the legal profession.