Mortar Board National College Honor Society is hiring: Administrative Assistant

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The Administrative Assistant will provide essential administrative support to the National Office and Society Leadership, including managing phone and email communications, supporting events, conducting data entry, maintaining accurate records, and assisting with special projects and initiatives to advance the organization’s goals.

The Administrative Assistant will work closely with the National Office staff to support membership, collegiate chapters, development, and alumni engagement. The person in this role will serve as the first line of contact with the national organization and assist with scheduling, correspondence, travel, meetings, phone calls, and many other day-to-day administrative tasks. The ideal individual will exercise good judgment in a variety of situations, have strong written and verbal communication abilities, display administrative and organizational skills, be able to maintain a realistic balance among multiple priorities and be capable of handling multiple tasks in a fast-paced dynamic environment with changing needs.

Please apply directly on our website: https://mortarboard.org/were-hiring/

Position Description

Support the Leadership Team:

• Provide administrative support to Leadership (includes National Office staff, National Leaders, volunteers, etc.).
• Assist with special projects and initiatives to advance the organization’s goals.
• Assist in setting meetings, managing calendar invitations, and creating Zoom links.
• Help Leadership prepare for meetings including researching topics, gathering and synthesizing data, creating agendas, and taking notes and meeting minutes.
• Book travel and assist with identifying flights, hotels, restaurants in various cities across the country.
• Create executive briefs to be used when traveling and/or meeting with stakeholders, including chapter historical information, alumni lists, donor briefs, etc.

Daily Administrative Duties:

• Manage day-to-day office operations, including answering phones, handling correspondence (mail, emails), and maintaining office supplies.
• Prepare and process documents, reports, and presentations.
• Oversee and manage all outgoing and incoming mail, including bulk mailings and packages.
• Ensure timely and accurate distribution of materials to chapters, members, and partners.
• Collect, deposit, and record checks that come to the office.• Ensure National Office staffing coverage.

Communication Support:

• Serve as a primary point of contact for general inquiries from chapters, members, and external stakeholders.
• Contribute to the team-based approach to customer service by answering phones.
• Monitor and respond to the Mortar Board general email account; triage messages to appropriate staff members.
• Assist team with external correspondence including emails, newsletters, and announcements.
• Assist with donor mailings and communication including donor acknowledgment letters, gift-in-kind tracking and acknowledgements, thank you messages, etc.
• Pull mailing lists and create labels for various alumni, donor, or collegiate mailings.

Meeting and Event Support:

• Assist in scheduling meetings, supporting events, and arranging travel.
• Help with national and regional events, including annual meetings, conferences, and workshops (both online and in-person).
• Support the team coordinating logistics such as venue booking, catering, rooming lists, and materials preparation.
• Work with all areas of the team and be comfortable participating in team meetings and generating ideas.
• Assist in the coordination of the Mortar Board annual awards, including compiling applications and ordering awards.
• Attend staff meetings and other operational meetings to support the Leadership Team.

Data Collection and Record Keeping:

• Maintain accurate and up-to-date records of membership data, chapter activities, and financial transactions.
• Ensure all records are properly organized and securely stored.
• Maintain a relationship with the Mortar Board archives and ensure successful submission of items to the archives.
• Assist with data entry including officer and advisor updates, donor and alumni engagement, donation processing, and general data clean up.
• Research, compile, share, and document member and chapter news monthly.
• Generate queries and reports as needed. Support Society-Wide Initiatives:
• Support the Fellowship process by assisting with applications, communicating about missing pieces, and preparing information for review teams, in conjunction withleadership.
• Provide oversight and guidance as the Office Historian and work with Mortar Board Archives.
• Assist with volunteer management and related responsibilities including maintaining accurate committee rosters, organized files, and volunteer interest forms.
• Maintain and strengthen relationships with members as part of the Mortar Board team.
• Serve as a strong collaborator and team member to advance the best interests of the Society and our members.

Position Requirements Education and Experience:

• Associate’s degree or equivalent experience in office administration, business management, or a related field.
• Proven success with technology, databases, phone systems, Microsoft Suite, and Google Suite.

Skills & Abilities:

• Excellent organizational and time management skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Effective communicator with strong verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and familiarity with office management software.
• Experience with mailing systems and data management.
• Ability to work both independently and as part of a team.
• High level of discretion and professionalism in handling confidential information.
• Able to lift and move event materials up to 20 pounds.

Work Hours and Location

The National Office has been based in Columbus, Ohio, since 1970. Given the responsibilities, this position will need to have a strong connection to the office and team in Columbus. The position is a hybrid role and will work both remotely and in the Columbus office. This position is a part-time position, approximately 20 hours a week. The hours are flexible, ideally 4-5 hours a day for 4-5 days a week, during typical business hours 9am – 5pm ET.

As a member of the Mortar Board National Office, you will have the opportunity to embrace a team-based approach to work. This position offers the flexibility of a hybrid work environment and flexible schedule. Mortar Board offers a competitive hourly rate. As a part-time position, this role does not come with medical benefits.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Part-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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