Administrative Associate - Catapult

Catapult is supporting our member, a Professional Services Organization, in their search for an Administrative Associate.

Summary: Responsible for providing comprehensive administrative and project support to internal teams. This role coordinates services, projects and events, processes registrations and payments, maintains databases, and acts as a liaison between the organization and its clients/members.

Major Responsibilities:

Administrative Support

• Draft and prepare meeting minutes, reports, and other documents
• Maintain organized filing systems (physical and digital)

Project & Event Coordination

• Assist in coordination of logistics for conferences, meetings, and special events
• Track registrations and payments in Excel or project management tools
• Prepare event materials like badges, certificates, agendas, and attendance lists
• Coordinate with venues on room setup, A/V, catering, and other needs
• Serve as on-site staff at events to help with registration, set up and other tasks

Client Services & Database Management

• Act as main point of contact for assigned client accounts for database entry
• Process membership renewals, registrations, and invoice payments
• Maintain accurate client records across databases
• Generate reports, mailing lists, and regular client communications

Sponsorship & Marketing Support

• Coordinate sponsorship programs including invoicing, and tracking benefits

Other

• Assist with general office duties, as needed
• Act as backup for other Administrative Associates, as needed
• File management for clients as assigned
• Other duties as may be assigned from time to time
• Work is in-person, both in office and at meetings

Requirements:

• 5+ years of administrative, client services, or project coordination experience
• Bachelor's degree preferred or equivalent experience
• Exceptional organization and multitasking abilities
• Expertise in Microsoft Office Suite, databases, and Adobe Acrobat
• Outstanding customer service mentality
• Strong communication skills, both written and verbal
• Ability to work independently and collaboratively in a team environment
• Must be able to stand for several hours if working at meetings