Job Overview
The Administrative Assistant serves as the first point of contact for visitors, callers, members, and prospective members, providing professional and courteous support. This position plays a key role in supporting the Association Executive (AE) and the daily operations of the Rio Grande Valley Apartment Association (RGVAA). Responsibilities include managing membership inquiries, maintaining association records, processing registrations and form orders, supporting events, assisting with communications, and posting social media content.
The ideal candidate is highly organized, detail-oriented, customer-service focused, and able to work independently while helping ensure the efficient operation of the Association.
Specific Duties & Responsibilities
1. Customer Interaction
- Greet visitors and prospective members professionally and courteously.
- Answer incoming calls, handle inquiries, and direct calls to the AE as needed.
- Assist prospective members with membership registration and processing.
2. Membership Support
- Maintain and update the membership database, including records for affiliates TAA and NAA. Utilize CRM tools and Novi AMS to maintain accurate member records and track member engagement.
- Process membership applications, renewals, and educational course/event registrations.
- Prepare nonrenewal lists for the Board’s review and send past-due notices to delinquent accounts.
- Complete invoices for new members, renewals, events, and sponsorships. Process transactions and maintain records through Novi AMS and related CRM platforms.
- Assist with basic financial and account support, including preparing past-due notices, processing account adjustments, and maintaining accurate supporting records as directed by the AE.
3. Administrative & Clerical Support
- Process form orders, including mailing them when necessary.
- Manage office supplies and inventory, and inform the AE when stock is running low to order as needed.
- Assist in coordinating travel arrangements for RGVAA staff and Board members as requested by the AE.
- Assist with preparing, tracking, and typing reports and files as directed by the AE. Generate reports and maintain records using CRM and Novi AMS systems as needed.
- Handle administrative tasks for meetings, seminars, and events, including preparing reservation lists, CEC forms, nametags, and assisting with registration.
- Assist in preparing Certificates of Attendance for meetings and seminars as required.
4. Event Coordination & Community Outreach
- Assist with the preparation and coordination of educational seminars, conferences, and community events.
- Work on promotional materials, flyers, and email distribution for events.
- Participate in association activities and events, i.e., meetings, seminars, and banquets (may require evening or weekend work).
- Capture or coordinate event photos, sponsor recognition, and member highlights for use in post-event communications and social media content.
5. Social Media & Communications Support
- Create, schedule, and post social media content for RGVAA platforms to promote association events, education opportunities, member engagement, sponsorships, and industry updates.
- Maintain a consistent posting schedule and ensure content aligns with RGVAA’s brand, tone, and messaging standards.
- Coordinate with the AE to gather event details, photos, sponsor information, and member highlights for social media use.
- Monitor social media activity and assist with responding to basic inquiries or comments, escalating questions to the AE as appropriate.
- Support email, flyer, and promotional content efforts as needed to ensure consistent communication across RGVAA channels.
6. Board Support
- Assist the AE in preparing materials for Board of Directors meetings, including reports and other documents as necessary.
7. Other Duties as Assigned
- Perform other related duties as assigned by the Association Executive.
Required Education, Experience & Skills
- High School Diploma or equivalent required; Associate degree or higher preferred.
- Previous experience in customer service, receptionist, or administrative roles is preferred.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Suite, and internet research. Experience with CRM platforms and Association Management Systems (AMS), including Novi AMS, is preferred.
- Bilingual in English and Spanish preferred.
- Excellent verbal and written communication skills.
- Experience with basic accounting and financial record-keeping is preferred.
- Experience creating or scheduling social media content for business, nonprofit, association, or community-based platforms is preferred.
Licenses / Certifications
- Must have a valid Class C Texas Driver’s License and be insurable.
Required Knowledge, Skills & Abilities
- Strong oral, written, customer service, and interpersonal communication skills.
- Ability to prioritize and complete multiple tasks with attention to detail.
- Proficiency in Microsoft Office and other office software applications. Ability to learn and effectively utilize CRM platforms.
- Ability to create clear, professional, and engaging written content for social media, email communications, flyers, and other association materials.
- Ability to use basic content creation and video editing tools, such as Canva, CapCut, or similar platforms.
- Ability to work independently and manage various tasks under pressure.
- Ability to manage time effectively, including working evenings and weekends as needed.
- Demonstrates commitment to the mission and values of the Rio Grande Valley Apartment Association.
- Ability to maintain confidentiality and exercise sound judgment when handling member information, financial records, Board materials, and association communications.
Join our supportive team and put your organizational talents to work! This role offers the chance to grow your administrative expertise while making a meaningful impact every day. We value energetic professionals who thrive on multitasking, problem-solving, and delivering exceptional service.
Work Location: In person
