Job Title: Administrative Support Specialist
Location: Marin Builders Association, San Rafael, CA
Reports to: CEO
Position Overview:
The Marin Builders Association (MBA) is seeking a highly organized, self-motivated, and versatile Administrative Support Specialist to join our team on a part-time basis. This role is ideal for a self-starter with strong administrative skills, a passion for marketing, and a drive to enhance member engagement. The primary responsibility is to ensure smooth communication and administrative processes between members and staff, while supporting member services. A "can-do" attitude, strong initiative, and the ability to prioritize and manage multiple tasks based on team and member needs are key to success in this role. The ideal candidate will be a self-starter who can work effectively with minimal direction and take ownership of objectives.
Primary Function:
The overall responsibility of the Administrative Support Specialist is to maintain efficient communication between members and staff, and add value to our members by providing effective communication, referrals, and promoting their businesses. This role also plays a critical part in generating revenue through facility rentals, fundraising, and supporting event coordination.
Key Responsibilities:
Administrative Support:
- Act as the first point of contact for calls and visitors, screening and directing calls to appropriate individuals and greeting guests with a friendly and professional attitude.
- Maintain the website as needed by posting calendar events, news releases, and job opportunities depending on urgency.
- Handle administrative duties including invoicing, Member correspondence, booking and managing facility rentals, updating biweekly staff agendas and newsletter outlines, generating recurring member communications (print and digital).
- Update permit archives and pre-qualification lists biweekly.
- Create and manage Google Posts as needed.
- Assist with maintaining and organizing the Member Zone database and company server.
- Handle public inquiries and “Requests for Proposal” by providing referrals to members within 2 business days.
- Manage the distribution of incoming projects to be posted on the Online Plan Service.
Membership Support:
- Monitor social media platforms for member activity, industry trends, and opportunities for engagement.
- Assist in creating digital marketing materials for membership recruitment, programs, and events, ensuring brand consistency and alignment with MBA’s strategic goals.
- Provide training and support to new and existing members on using the Member Zone platform to post jobs, submit news releases, and promote events.
- Regularly update content within the Member Zone to ensure accuracy and relevance.
Event & Fundraising Support:
- Assist with planning, promoting, and executing MBA events, such as networking events, educational seminars, and industry-related community outreach initiatives.
- Develop promotional materials for events, including flyers, social media posts, and email campaigns.
- Provide on-site support for events, ensuring smooth operations and positive member experiences.
- Collaborate with the team to update and organize the Member Zone database and assist with increasing the newsletter open rate through consistent member communication and email address updates.
- Work on fundraising efforts by planning, coordinating, and setting up events.
Skills and Qualifications:
- Strong multitasking, collaboration, and prioritization skills, with the ability to balance the needs of the team and members effectively.
- A self-starter with the ability to work independently, take initiative, and manage responsibilities with minimal supervision.
- Strong organizational skills and the ability to manage time effectively.
- Proficiency in Microsoft Outlook, Word, Excel, and database management (such as Member Zone).
- Familiarity with website content management systems (CMS/Live Edit).
- Excellent written and verbal communication skills, with the ability to compose professional correspondence.
- Friendly, courteous, approachable, and positive disposition.
- Experience creating engaging social media content and managing social media accounts for organizations or businesses.
- Familiarity with member management platforms (such as MemberZone, Wild Apricot, or similar) is a plus.
- Previous experience in event planning, marketing, or member engagement is a plus.
- Experience in fundraising and facility rental management is preferred.
- Knowledge of community-based organizations, grassroots engagement, and member-driven programs is a plus.
- Ability to speak Spanish is a plus.
Objectives/Results:
- Calls and emails are answered promptly, with responses provided within one business day.
- Members are kept informed with timely updates on the website and in communication.
- The Marin Builders database and website remain up to date.
- All correspondence is archived in an organized manner.
- Local projects are easily accessible on the Golden State Plan Service.
- Positive testimonials are received from members regarding the value of their association with MBA and their membership experience.
Compensation & Benefits:
- Competitive hourly wage based on experience.
- Flexible work schedule.
- Professional development opportunities.
- Bonuses and incentive options.
- Opportunity for growth.
- Supportive and collaborative team environment.
How to Apply:
Interested candidates should submit a resume, cover letter, and portfolio (if applicable) to rick@marinbuilders.com.
