The Association for association professionals in Chicagoland

Position Overview

AAAI is seeking an entry-level Administrative Assistant to join our dedicated team. This individual will serve as a vital operational anchor, providing administrative support to the Executive Director, Executive Council, and staff. This is a fast-paced environment with a focused, hardworking team. A successful candidate will be able to work independently, multitask, and complete projects and daily tasks efficiently. 

Key Responsibilities

• Administration & Finance: Manage executive council/committee logistics, serve as primary point of contact for members through multiple email boxes. Send Doodle poles and schedule meetings, following up as needed. Serve as a secondary staff liaison on some committee calls and take notes. Review, verify, and submit to accounting expense reports from volunteers and speakers.
• Membership & Registration: Support the operations coordinator by acting as the primary contact for basic member and registration inquiries and maintain accurate database records (MemberClicks & GetRegistered).

Technical Systems

AAAI uses the following systems in our day-to-day work. Experience is a benefit but not required.

• Surveying tools (Survey Monkey)
• Scheduling (Doodle)
• Video conferencing platforms (Zoom, Teams)
• Membership Database (MemberClicks)
• Registration software (GetRegistered)
• Website (WordPress)

Schedule & Benefits

• This position is entirely remote. Candidates must be available during primary business hours (8:30 AM – 4:30 PM Eastern).
• Benefits: Competitive medical benefits, flexible paid time off (PTO), paid family leave, 403(b) retirement plan, and annual professional development support (including ASAE membership).
• Salary: $45,000 - $50,000

How to Apply

To apply please send your resume to AAAI’s Executive Director Meredith Ellison, DBA, CAE, at jobs@aaai.org by February 20^th. Please title your email “AAAI Administrative Assistant Application – NAME”. 

Please do not call. Position open until filled.

AAAI is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Qualifications & Skills

• This is an entry-level position; we are looking for a candidate who is eager to learn and grow within the association.
• Professionalism and a customer-service-oriented mindset.
• Project management and problem-solving skills.
• Ability to work and think independently in a virtual environment.
• Attention to detail for managing rosters, financial records, and other association work.
• Ability to use Microsoft 365 (Word, Excel, PowerPoint, Teams).
• Experience with or ability to quickly learn digital tools.