Position Summary

WMG is seeking a full-time, reliable, and task-oriented Administrative Assistant to provide personalized and timely support to the company and its clients. This is a fully remote position; candidates located in the Phoenix, AZ area preferred. The ideal candidate is self-motivated, professional, and capable of managing their workload and expertly prioritizing multiple tasks in a fast-paced nonprofit environment. This role demands exceptional organizational skills, a proactive approach, and the ability to maintain peak efficiency. Flexibility for occasional weekend work and travel is required.

Key Responsibilities

Scheduling & Communications

• Coordinate and schedule calls and meetings
• Take accurate and concise meeting minutes and ensure diligent follow-up on all action items
• Draft and send professional correspondence, meeting reminders, and recap summaries
• Create and manage communication groups and calendar invites efficiently
• Maintain organized records of communications, minutes, and meeting notes

Spreadsheet Management & Tracking

• Build and maintain tracking spreadsheets for membership, deadlines, tasks, and projects
• Manage staff project management files to track ongoing action items, ensuring nothing is missed
• Update and reconcile membership rosters, contact lists, and committee rosters
• Identify and flag discrepancies or items requiring attention proactively

Website, Tools & Event Support

• Assist with website updates, including posting events and member resources via CMS platforms
• Support setup and logistics for virtual and in-person association events
• Utilize platforms such as Outlook, Zoom, Doodle, Mailchimp, Vimeo, SurveyMonkey, Google Drive, and client databases to support daily operations
• Assist with assembling event materials, agendas, and on-site documents

Travel Coordination

• Support travel logistics as needed for meetings and events
• Prepare travel itineraries, expense tracking documents, and reimbursement submissions
• Occasionally travel on-site to support association events as needed

General Administrative Support

• Provide day-to-day administrative support for the company and its clients
• Assist with document preparation, formatting, and proofreading
• Maintain organized digital filing systems for association records
• Support onboarding of new association clients as directed

What We Offer

• Competitive salary, commensurate with experience
• Benefits package including health insurance contributions, retirement plan, and PTO
• Company-provided equipment and remote work technology stipend
• Fully remote work environment with a collaborative, close-knit team
• Opportunity to work closely with a nonprofit association client and grow with the company
• Supportive, mission-driven culture

Qualifications

Required

• 2+ years of administrative, executive assistant, or office coordination experience
• Strong proficiency with Microsoft Office Suite, especially Excel and Outlook
• Proven experience writing professional, accurate meeting minutes and action item summaries
• Experience with online scheduling and collaboration tools (e.g., Zoom, Doodle, Google Drive)
• Excellent written and verbal communication skills with strong attention to detail
• Exceptional organizational and time management skills with the ability to manage multiple priorities simultaneously
• Strong proactivity and self-direction; ability to identify needs and act without constant guidance
• Ability to work occasional weekends and travel as required to support client events
• Comfortable working independently in a fully remote environment

Preferred

• Located in the Phoenix, AZ metropolitan area
• Prior experience in association management, nonprofit, or membership organization settings
• Familiarity with association management software
• Basic experience with website CMS platforms
• Experience coordinating virtual events via Zoom, Teams, or similar platforms

About Ward Management Group (WMG)

Ward Management Group (WMG) is a small association management company (AMC) focused on creating an environment where members can grow and benefit from being part of a larger community. Our management style prioritizes the people of the association, with a strong emphasis on quality service and loyalty to the associations we serve.

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