Office and Event Administrator

About Us

We are a premier international certifying association dedicated to high-performance buildings and systems. Our Gaithersburg headquarters operates in a fast-paced, collaborative, and small-team environment. We are currently seeking a highly organized, professional, and adaptable individual to serve as the heartbeat of our office.

The Role We are looking for an Office and Seminar Coordinator who thrives in a multi-functional support role. This position perfectly blends daily office administration, customer service, and full-cycle event coordination. You will serve as the primary point of contact for our local training center and off-site seminars, while also providing crucial administrative support to our operations team.

What You Will Do

• Office Administration: Manage a multi-line phone system, handle incoming/outgoing mail and packages, maintain digital and physical filing systems, and keep our office environment neat and fully stocked.
• Seminar Coordination: Manage the start-to-finish logistics for 15-20 annual training seminars (10-40 attendees each), including registrations, food and beverage coordination, speaker materials, and issuing continuing education credits.
• On-Site Event Hosting: Act as the face of the organization for local seminars held at our headquarters. This requires arriving 30 minutes early and staying until the event concludes to ensure a seamless experience for attendees.
• Annual Conference Logistics: Provide dedicated administrative and on-site support for our Annual Conference, which requires traveling for approximately 10 to 12 days each October.
• Financial Support: Maintain check logs and assist with the review of staff expense reports.

What We Are Looking For

• Experience: A minimum of 3 years of administrative office experience is absolutely required; experience in a nonprofit, association, or professional services environment is highly preferred.
• Event Background: Demonstrated experience coordinating and executing events, conferences, or training programs.
• Tech-Savvy: High proficiency in the Microsoft Office Suite and cloud-based file sharing platforms; familiarity with QuickBooks is a plus.
• Professional Polish: A calm, customer-service-oriented demeanor with strong written and verbal communication skills. You must be able to "read the room," maintain executive confidentiality, and dress in business professional attire during major conferences.
• Local Candidate: Due to the on-site nature and early arrival times for local events, candidates must live within a comfortable commuting distance (ideally 30-35 minutes) of our Gaithersburg, MD office.

Compensation & Benefits

• Target Salary: $45,000 - $50,000 (up to $55,000 for exceptional experience).
• Comprehensive Benefits (Upon Full-Time Conversion): 100% employer-paid medical and dental insurance, a Health Savings Account (HSA) with employer contributions, a 401(k) with an employer match, and generous PTO including 10-11 paid holidays.

?? IMPORTANT: How to Apply

Attention to detail is critical for this role. To be considered, your application MUST include:

1. An updated Resume
2. A customized Cover Letter
3. A formal Reference Letter

Applications missing a cover letter or reference letter will not be reviewed.