Job Description

Administrative Assistant / Receptionist

Location: Madison, WI

Position Type: Full-Time | Monday–Friday | 8:00 a.m. – 5:00 p.m.

Salary Range: $20–$24 per hour

Position Overview

We are seeking a professional, organized Administrative Assistant/Receptionist to serve as the first point of contact for members, guests, and callers. This role provides front desk support while assisting the Training and Marketing teams with event coordination, communications, and administrative processes.

The ideal candidate is detail-oriented, customer-focused, and able to manage multiple priorities in a fast-paced office environment.

Key Responsibilities

Front Desk & Office Support

• Answer and route incoming telephone calls to appropriate staff.
• Welcome and assist members and guests visiting the office.
• Provide general office support, including mail distribution and shipping.
• Maintain inventory of office supplies for the office to function.
• Assist with general administrative tasks, including filing, document preparation, and correspondence.

Training & Event Administration

• Assist with planning and coordination of training programs and events.
• Create and distribute promotional flyers for upcoming training sessions.
• Process event registrations and maintain records in the database.
• Coordinate meeting materials and assemble training packets.
• Prepare attendee rosters and certification documentation.
• Process certification paperwork and distribute certification cards.
• Assist with the Annual Awards program including communications, tracking, and distribution.
• Update event information on the organization’s website.

Marketing Administration

• Assist with production of the Member Guidebook, including coordinating branch listings and preparing materials for print.
• Support updates and development of marketing materials such as flyers and brochures.
• Coordinate mailing and distribution of marketing materials for events.

Qualifications

• Previous experience in an administrative assistant, receptionist, or office support role.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize tasks, and meet deadlines.
• Proficiency in Microsoft Office (Word and Excel) including mail merge functions.
• Strong written and verbal communication skills.
• Excellent customer service and interpersonal skills.

Reporting Relationship

This position reports directly to the Director of Operations .

Why Join Our Team

This position offers the opportunity to play an important role in supporting member services, training programs, and marketing initiatives while working in a collaborative office environment.

Our employees are dedicated and compassionate, with a positive attitude toward fellow staff members, visitors, member companies and their employees in which we serve. In return, we reward employees with a healthy and positive work environment, competitive wages, a competitive benefits package, generous 401(k) package and the opportunity to grow as our association grows. The position will work out of the Madison, WI office.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Vision insurance

How to Apply

Interested candidates should submit a resume and brief cover letter outlining their relevant experience.

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