Administrative Assistant

Full job description

JOB TITLE: ADMINISTRATIVE ASSISTANT

Reports To: Chief Executive Officer (CEO)

Location: Hybrid- Madison, WI

Classification: Non-Exempt

POSITION SUMMARY

The Administrative Assistant provides day-to-day administrative, clerical, and communication support. This role helps coordinate meetings, maintain records, and respond to member inquiries while working closely with leadership and team members. This position is well-suited for an organized, adaptable individual who is eager to learn and grow in an administrative role.

KEY RESPONSIBILITIES

• Provide day-to-day administrative support to the CEO and Director of Membership & Development.
• Assist with scheduling meetings, managing calendars, and coordinating logistics for internal and external meetings.
• Help prepare meeting agendas, take meeting notes, and track follow-up items as needed.
• Support special projects and initiatives by assisting with basic research, data entry, and coordination, as directed.
• Provide administrative support for DSPN programs, webinars, trainings, member meetings, and the annual conference, managing registration, technology coordination, materials, attendance tracking, and post-event follow-up.
• Assist with planning and support for the annual in-person conference, including registration assistance, speaker and vendor coordination, materials preparation, and on-site support.
• File and maintain member information, including contact details, to ensure accuracy within the system.
• Support the annual membership renewal process by helping track renewals, preparing outreach lists, and assisting with communications.
• Respond to routine member questions and requests, escalating more complex issues to leadership when appropriate.
• Assist with compiling basic reports related to membership, programs, and events.
• Assist with drafting, formatting, and distributing member communications such as emails, announcements, and newsletters.
• Assist with editing and updating website content as directed.
• Support social media activities by posting approved content, monitoring general comments, and tracking engagement.

Minimum Knowledge, Skills, and Abilities Required:

• Associate degree or equivalent professional experience in administration, nonprofit operations, or related field.
• Strong organizational skills and the ability to manage multiple tasks.
• Basic knowledge of Microsoft office programs.
• Excellent written and verbal communication skills.
• Experience in a nonprofit, association, or membership-based organization preferred.
• 1-2 Years of administrative, office, or customer support experience.
• Familiarity with Constant Contact and Wix or similar programs preferred.
• Event planning experience preferred.
• Experience working with regulatory agencies, legislators, or individuals with developmental disabilities is a bonus!

Physical Requirements:

• Primarily sedentary work, exerting up to 25 lbs. of force occasionally or a negligible amount frequently.

Physical Demands:

• Primary working position-sitting, with occasional standing, walking, stooping, crouching, and kneeling; frequent reaching, carrying, lifting, pushing, pulling, fingering, grasping, typing, talking-speaking clearly, hearing-conversation, and seeing-near

Work Environment

• Moderate noise level consistent with an office environment.
• Occasional travel, most of which is same day and in-state. Must be able to attend the annual conference.
• This full-time position requires regular interaction with leadership, members, and external partners. Occasional evening or weekend work may be required to support webinars, meetings, and the annual in-person conference. DSPN is currently working in a hybrid format.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

DSPN exists to support and be a resource for member providers through advocacy and education resources so they can provide the highest quality and full array of services for those with disabilities throughout Wisconsin