Administrative Assistant

About Ward Management Group

Ward Management Group (WMG) is an association management company (AMC) dedicated to helping associations and their members thrive through strong partnerships, strategic collaboration, and exceptional service. We create an environment where organizations and their members can grow, connect, and realize the full value of belonging to a vibrant professional community. Our people-first approach is built on responsiveness, integrity, and a commitment to delivering high-quality management services. At WMG, we take pride in building lasting relationships and serving as a trusted partner to every association we support.

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

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

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

• Fu…