Association Assistant

About Us:
HOST Management is an accredited Association Management Company dedicated to helping trade and professional associations thrive. We specialize in providing comprehensive management services, from operations and governance to member engagement and strategic planning.

We are looking for an Association Assistant to provide essential support to our Association Managers. In this role, you'll play a key part in ensuring smooth day-to-day operations, efficient communication, and exceptional service delivery for our association clients.

Key Responsibilities:

• Office Manager Duties: Oversee the office, manage relationship with suppliers, order supplies as needed, ensure office is in order and functional.
• Operational Oversight: Manage daily operations, including printing and mailing, record-keeping.
• Administrative Support: Assist Association Managers with scheduling, meeting preparation, and documentation, including preparing certificates and letters, drafting agendas and writing reports.
• Member Services: Manage the inbox, the reception desk and the phone lines, responding to member requests, processing payments, and assisting members with various inquiries.
• Membership Management: Maintain and update membership databases, process membership renewals, various applications, and invoicing.
• Meeting Coordination: Support the planning and execution of meetings, including board meetings, committee meetings, and training sessions by handling logistics, registrations, and communication.
• Communication: Prepare and distribute newsletters, emails, and other materials to association members and stakeholders.
• Financial Assistance: Process invoices, track expenses, and assist with basic financial reporting.
• Research & Reporting: Conduct research and compile information to assist with strategic initiatives and decision-making.
• General Support: Handle a variety of tasks to support the overall efficiency of the Association Manager and the client, ensuring priorities are met.

Skills:

• Strong organizational and time-management abilities with attention to detail.
• Excellent written and verbal communication skills in English and French.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and familiarity with CRM or membership management software is a bonus.
• Ability to handle multiple tasks and prioritize effectively in a dynamic environment.
• Customer-focused mindset and a proactive approach to problem-solving.

Attributes:

• A team player with a positive attitude.
• Enjoys working with people and serving the public.
• Discretion and professionalism when handling sensitive information.
• Eagerness to learn and grow in a collaborative setting.

What We Offer:

• A supportive and engaging work environment.
• Opportunities for professional growth and skill development.
• Competitive salary and benefits package.
• The opportunity to make a meaningful impact by supporting associations that shape industries and communities.

How to Apply:
To apply, please send your resume and a brief cover letter explaining your interest in this role to [email protected] Applications will be reviewed as they are received, so early applications are encouraged.

HOST Management is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Be part of a team that makes a difference in the success of associations and their members!