Administrative Assistant

Job Summary

The Administrative Assistant/Receptionist is a key team member of our non-profit trade organization, serving as the first point of contact for visitors and callers while providing essential administrative support across the organization. This role supports the Executive Director directly and collaborates with all departments to ensure efficient day-to-day office operations.

The ideal candidate is a highly organized, proactive professional who thrives in a fast-paced environment, demonstrates excellent customer service skills, and takes initiative in solving problems.

Key Responsibilities

Front Desk & Office Administration

• Answer and direct incoming phone calls in a professional and courteous manner
• Greet and assist walk-in visitors, clients, and members
• Manage incoming and outgoing mail and deliveries
• Maintain office supplies inventory and place orders as needed
• Oversee office equipment such as postage and copy machines
• Ensure the front office and common areas are organized and presentable
• Support general office operations and administrative needs

Executive Support

• Assist the Executive Director with scheduling and calendar management
• Coordinate meetings, including logistics, materials, and follow-up
• Prepare and manage correspondence, documents, and reports
• Provide general clerical support including filing, data entry, and record keeping

Organizational Support

• Provide administrative support to additional departments as needed
• Assist with special projects, events, or organizational initiatives
• Help maintain efficient communication flow within the organization

Qualifications

• Minimum of 5 years of experience in an administrative or office support role
• Education: High school graduate or equivalent required
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Experience with office technologies including multi-line phone systems, printers, and general computer hardware/software
• Demonstrated excellence in customer service and interpersonal communication
• Strong organizational skills with the ability to multitask and prioritize effectively

Additional Skills Preferred

• Self-motivated and able to work independently with minimal supervision
• Creative problem solver with strong critical-thinking skills
• Quick learner with adaptability to new systems and processes
• Professional demeanor with a positive and service-oriented attitude

About Us

Arizona Association of Community Managers (AACM) is a mission-driven non-profit trade organization dedicated to supporting Arizona's HOA industry and Affiliate members through advocacy, education, and collaboration.

We are proud to provide comprehensive training to HOA managers through our accredited IACET training program. The IACET training program maintains the highest level of learning standards and provides a strong knowledge base for HOA managers allowing them to succeed in the HOA industry.

Our many events throughout the year, foster opportunities for our HOA managers to interact with our trade Affiliates creating a synergy and an opportunity for developing a long-term business.

AACM is extremely active in supporting our HOA communities and the legislation that affects those communities. AACM is known as the "Voice of Reason" when there are concerns or questions regarding the effect legislation may have on HOA communities.

Equal Opportunity Employer Statement

We are an Equal Opportunity Employer and comply with all applicable federal, state, and local laws governing nondiscrimination in employment. Employment decisions are made without regard to race, color, religion, sex, pregnancy, childbirth or related medical conditions, gender identity, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other status protected under federal law or the laws of the State of Arizona, including the Arizona Civil Rights Act. We are committed to providing an inclusive and respectful workplace for all employees.

Join us as an Administrative Assistant and become an integral part of a vibrant team dedicated to excellence! Your energy, organizational prowess, and technical skills will help us deliver outstanding support every day—making a real difference in our workplace environment!

Pay: $24.00 - $26.00 per hour

Benefits:

• Flexible spending account
• Paid time off
• Retirement plan

Application Question(s):

• As we have occasional events that take place in the evening and on the weekends, what is your availability after normal business hours?
• Do you have reliable transportation, not only for commuting to and from work, but also in the event there are off site meetings, events or general errands?
• Of the experience listed on your resume, what position do you feel gave you the most opportunity to contribute and where did you feel you could have contributed more if allowed? Explain
• Rank your proficiency in each of the following products. A 10 would represent a high level of skill and 1 would represent a need for additional training. Give reasoning behind each item listed.

Microsoft Word
Microsoft Excel
Microsoft Power Point
Outlook
Quick Books
Canva
Adobe

Experience:

• Executive administrative support: 3 years (Required)

Work Location: In person

Salary : $24 - $26