Office and Event Administrator

We are actively interviewing for the following job. If interested please apply now. About Us We are a premier international certifying association dedicated to high-performance buildings and systems. Our Gaithersburg headquarters operates in a fast-paced, collaborative, and small-team environment. We are currently seeking a highly organized, professional, and adaptable individual to serve as the heartbeat of our office. The Role We are looking for an Office and Seminar Coordinator who thrives in a multi-functional support role. This position perfectly blends daily office administration, customer service, and full-cycle event coordination. You will serve as the primary point of contact for our local training center and off-site seminars, while also providing crucial administrative support to our operations team.

What You Will Do Office Administration:

Manage a multi-line phone system, handle incoming/outgoing mail and packages, maintain digital and physical filing systems, and keep our office environment neat and fully stocked.

Seminar Coordination:

Manage the start-to-finish logistics for 15-20 annual training seminars (10-40 attendees each), including registrations, food and beverage coordination, speaker materials, and issuing continuing education credits.

On-Site Event Hosting:

Act as the face of the organization for local seminars held at our headquarters. This requires arriving 30 minutes early and staying until the event concludes to ensure a seamless experience for attendees.

Annual Conference Logistics:

Provide dedicated administrative and on-site support for our Annual Conference, which requires traveling for approximately 10 to 12 days each October.

Financial Support:

Maintain check logs and assist with the review of staff expense reports.

What We Are Looking For Experience:

A minimum of 3 years of administrative office experience is absolutely required; experience in a nonprofit, association, or professional services environment is highly preferred.

Event Background:

Demonstrated experience coordinating and executing events, conferences, or training programs.

Tech-Savvy:

High proficiency in the Microsoft Office Suite and cloud-based file sharing platforms; familiarity with QuickBooks is a plus.

Professional Polish:

A calm, customer-service-oriented demeanor with strong written and verbal communication skills. You must be able to "read the room," maintain executive confidentiality, and dress in business professional attire during major conferences.

Local Candidate:

Due to the on-site nature and early arrival times for local events, candidates must live within a comfortable commuting distance (ideally 30-35 minutes) of our Gaithersburg, MD office.

Compensation & Benefits Target Salary:

$45,000 - $50,000 (up to $55,000 for exceptional experience). Comprehensive Benefits (Upon Full-Time Conversion): 100% employer-paid medical and dental insurance, a Health Savings Account (HSA) with employer contributions, a 401(k) with an employer match, and generous PTO including 10-11 paid holidays.

IMPORTANT

How to Apply Attention to detail is critical for this role. To be considered, your application MUST include: An updated Resume A customized Cover Letter A formal Reference Letter Applications missing a cover letter or reference letter will not be reviewed.

Pay:

$45,000.00 - $50,000.00 per year

Work Location:

In person