Administrative Assistant

Administrative Assistant

Position is responsible to and receives direction from the Director of the Center for Excellence in Local Government (CELG). The Administrative Assistant provides administrative, communications, and event support for CELG training programs, conferences, and membership activities. Responsibilities include coordinating registrations, maintaining financial and program records, preparing routine communications, assisting with event logistics, updating website and social media content, and supporting the day-to-day operations of the Center. The position is expected to use artificial intelligence (AI) and other productivity tools to efficiently prepare announcements, correspondence, meeting materials, and other routine communications while maintaining accuracy, professionalism, and consistency. The position also represents CELG at a variety of functions and events.

Specific Functional Duties

Training Programs / Events

• Coordinate the promotion of training programs and events by preparing and distributing announcements, email communications, website updates, social media posts, and other promotional materials as directed.
• Use AI tools to efficiently draft, edit, and format routine communications, promotional materials, agendas, event summaries, and other administrative documents while ensuring accuracy and consistency.
• Maintain accurate registration and invoicing of all CELG training and conference attendees.
• Maintain records of revenue and expenses itemized by program and event.
• Coordinate program and event locations.
• Develop and manage program and event timelines, checklists, and logistics, including signage, technology needs, facility setup, and catering.
• Administer registration at programs and events.

Communications and Administrative Support

• Maintain correspondence, including mass emails of reminders, agendas, minutes, and special communications with municipalities, the County of Berks, CELG members, trainers, and sponsors.
• Assist the Director with preparing communications, promotional materials, presentations, agendas, reports, and meeting materials.
• Maintain and update mailing lists, contact databases, website content, and social media postings as directed.

Financial

• Responsible for accounts receivable and accounts payable reporting.
• Deposit and record monies received, including program registrations and sponsorships, in accordance with procedures established by the Director.
• Process accounts payable check requests.
• Assemble and verify receipts and disbursements for monthly financial statements.

Education

• High school diploma required.
• Post-secondary education or an associate's or bachelor's degree in Business or a related field preferred.

Skills

• Proficiency with Microsoft Office (Word, Excel, Outlook, Teams).
• Familiarity with QuickBooks preferred.
• Strong written and verbal communication skills.
• Excellent organizational skills with attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to effectively use AI-powered productivity tools to prepare professional communications and administrative documents efficiently.
• Excellent proofreading and editing skills.

Experience

• Three years of progressively responsible administrative experience, preferably in higher education, government, or a nonprofit organization.
• Experience coordinating meetings, events, communications, and financial records preferred.
• Experience maintaining websites and social media platforms preferred.