Council of State Governments Hiring for Administrative Assistant at Remote Full Time

The Cannabis Regulators Association (CANNRA) is an affiliate organization of the Council of State Governments. CANNRA is a national nonpartisan, non-profit 501(c)(4) organization. We support government jurisdictions responsible for implementing cannabis policies and regulations by facilitating learning, coordination, and collaboration across states and territories with legal cannabis programs, and by educating government officials interested in cannabis regulation. We are not a cannabis advocacy organization and do not take an official position on cannabis legalization. Our board and members are all governmental officials. CANNRA works with a wide range of stakeholders including federal agencies, non-governmental organizations, advocacy groups, research institutions, technology companies, and industry trade associations and coalitions.

This is a fully remote position.

JOB SUMMARY

The Administrative Specialist provides primary administrative support and day-to-day office management for CANNRA. Serves as initial point of contact for the CANNRA office. Answers member inquiries and coordinates response with appropriate CANNRA staff and members. Administers membership dues invoicing, tracking and reporting; administers accounts payable, accounts receivable and financial reporting. Maintains financial records. Responsible for administrative planning for annual meetings, including: coordination with meeting locations, registration invoicing and payment tracking, and on-site registration/office logistics and support. General correspondence, mailings, and maintains official documents; maintains association directory and updates monthly. Coordinates staff schedules. Assists with maintenance of association web site and basecamp site.

DUTIES AND RESPONSIBLITIES

Administrative:
Coordinates and tracks the Executive Director’s and CANNRA committees’ schedule.

Records and retains meeting minutes and notes for CANNRA meetings.

Assists with post-meeting follow-up (next steps, follow up materials, etc.).

Maintains the CANNRA Basecamp site (adding/removing new people, maintaining documents, reviewing posts for relevance/appropriateness, etc.).

Maintains and updates the CANNRA website.

Staffing CANNRA Special Committees to perform administrative functions as needed (onsite registration, meeting room and/or technology setup, etc.).

Administers membership dues collection processes including invoicing and tracking payments.

Administers accounts payable and receivable (e.g., submits invoices and expenses for payment and tracks payments received and submitted).

Coordinates and completes expense reports on CSG/CANNRA credit cards.

Communications:
Serves as the initial point of contact for the CANNRA office; responds to initial inquiries from membership and external sources and forwards as appropriate.

Develops standard responses to frequent inquiries CANNRA receives.

Assists in drafting communications from CANNRA to members and stakeholders.

Program and Meeting Support:
Assists in drafting the quarterly CANNRA newsletter.

Assists in developing standard CANNRA materials, as needed.

Assists in planning and staffing at least two CANNRA meetings per year – one for CANNRA members and one for external stakeholders. Administrative duties to include:

Help identifying meeting locations;

Coordinates with administrative staff at the location;

Works with the hotel/location on logistics (including meals/catering);

Prepares advance materials like attendee lists, final agendas, bios of speakers, name badges, table tents, etc.;

Orders needed supplies for the meeting;

Assembles meeting folders/bags with materials;

Communicates with attendees;

Staffs the meeting registration and coordinates with other on-site staff;

Assists in administering post-meeting evaluations.

SKILLS AND ABILITIES

Expert word processing skills and knowledge of Microsoft Office.

Extensive Excel and database administration experience is required.

Experience with Google suite preferred (but not required).

Ability to communicate, both verbally and in writing, in an effective, courteous, and professional manner.

Limited travel required.

Successful candidate will be customer service oriented, dependable and a self-starter who can work both independently and as part of a team.

Ability to interact effectively with diverse people in different contexts and foster equity and inclusion through self-awareness, cultural sensitivity, and valuing others.

Dedication to public service with an unfailing commitment to act with civility, be nonpartisan in performing CANNRA/CSG duties, and be a responsible steward of membership funds.

EDUCATION AND EXPERIENCE

Bachelor’s degree preferred (additional relevant experience may be substituted for education requirement).

Minimum of three (3) years of administrative experience.

APPLICATION INSTRUCTIONS

Interested candidates must complete the online application and include their resume and cover letter.

Qualified applicants will receive consideration for employment without regard to characteristics including but not limited to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.